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January 28, 2015

MINUTES OF THE MEETING

1. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, January 28, 2015, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, President
Patrick Dougherty, Vice President
Sam Melnick, Secretary
Judy Lange, Assistant Secretary
April Center, Member
Dr. Ken Rottman, Member

Those members absent:
Sam Ferguson, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. IV

2. OATH OF OFFICE: Kurt Earnst, the Library’s legal counsel, presided over the Oath of Office taken by Dr. Ken Rottman; reappointed by the Michigan City Area School Board, and Don Montgomery; reappointed by the LaPorte County Council. They were welcomed back.

3. ADJOURNMENT: Motion was made by Patrick Dougherty and seconded by Judy Lange to adjourn this portion of the meeting in order to hold a Board of Finance meeting. All yea. No nay. Motion carried. This portion of the meeting adjourned at 2:35 PM.


1. CALL TO ORDER: The Board of Finance meeting was called to order by Don Montgomery at 2:35 PM.

2. ELECT PRESIDENT AND SECRETARY: Dr. Ken Rottman nominated Don Montgomery as President and Pat Dougherty as Secretary. There were no other nominations. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to accept the nominations for the Board of Finance as presented. All yea. No nay. Motion carried.

3. REPORT ON 2014 INVESTMENTS: Ed Claussen reported on all the Library’s monies and fund accounts. The net balance in our checking account at Horizon Bank is $2,259,340.10. The Library’s second depository account at Fifth Third Bank totals $30,375.23. The Library’s total Endowment Investments held at Horizon Bank are $1,044,610.58, market value. The Library’s total IMA Investments also held at Horizon Bank are $504,293.29, market value. The total on deposit at December 31, 2014, is $3,838,619.20. The Library receives 67% of the interest earned from the Endowment Investment account and the remaining percentage is reinvested. The Library receives 100% of the interest from the IMA account.

The Library’s Unity Fund has a total of $131,000.

The Library holds a petty cash fund for emergency purchases and employee reimbursements. This fund totals $300.

4. SET INVESTMENT POLICY: The policy states where our money is held, where our money is invested, and receipts are deposited the same day they are collected. It also states that financial reports are received every month from the designated depositories holding our investment accounts and these reports are reconciled monthly to the Library’s records. This also includes the Library’s credit card account. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to continue with the current investment policy. All yea. No nay. Motion carried.

5. DESIGNATE DEPOSITORIES: It is recommended that we retain our current depositories. Motion was made by Pat Dougherty and seconded by Judy Lange to remain with Horizon and Fifth Third Banks as our depositories. All yea. No nay. Motion carried.

6. BOARD OF FINANCE ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to adjourn this Board of Finance meeting. All yea. No nay. Motion carried. Board of Finance meeting adjourned at 2:45 PM.


I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order again by Don Montgomery, President, at 2:45 PM.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the Minutes of the regular Board meeting of December 17, 2014, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended December 31, 2014, shows an Operating Fund balance of $1,145,787.18 and a total funds balance of $3,838,619.20. The Operating Fund receipts for December were $1,080,670.16 and the disbursements were $1,331,732.62.

We received three checks totaling $1,044,414.90 from the LaPorte County Auditor’s office on December 30, 2014. The first check, $968,993.30, was for final property tax money from the years 12 pay 13 and 13 pay 14. The second check, $70,499.55, was for second half 13 pay 14 Excise Tax and the third check, $4,922.05, was for second half 13 pay 14 Financial Institution Tax.

On January 15, 2015, the Library received $29,843.16 from the LaPorte County Auditor’s Office for the January 2015 CAGIT tax. This amount is $1,975.05 or 7.1% greater than January 2014 CAGIT receipt.

Included in the packet were reports from both the Library’s IMA Account and Endowment Investment Funds for the year. For the 2014 year, the Endowment fund balance at market value increased $24,777 and the IMA fund balance at market value increased $11,490. The December 31, 2014, market value total balance for both funds is $1,548,903.87. A 2.4% increase over the December 2013 balance.

On January 2, 2015, the Library Endowment Earnings Fund received $1,907.02 from the IMA investment Fund and $2,882.40 from the Endowment Investment Fund. These amounts represent fourth quarter 2014 distributions. The total amount received into the Endowment Earnings Fund was $4,789.42. A $1,708.42 or 55.4% increase over the fourth quarter 2013 distributions.

Money owed to the Library LIRF and Library Rainy Day Fund:

LIRF $ 470,000
Rainy Day Fund $ 640,000
___________
Total $ 1,110,000

B. Approval of Bills: The revised list of warrants is increased by $7,699.84, due to increases in supplies and communications. It also includes the transfer out of the Operating Fund and into LIRF. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the revised list of warrants in the amount of $301,234.95. All yea. No nay. Motion carried.

C. Cancellation of Outstanding Warrants: Pursuant to IC 5-11-10.5, the following check has been outstanding for more than two years and therefore shall be voided and amount returned to the fund upon which it was originally drawn.

Check # Vendor Amount Fund
40243 Swarner, Susan $35.00 Endowment Earnings

Motion was made by Dr. Ken Rottman and seconded by Pat Dougherty to accept the cancellation of the outstanding warrant as presented. All yea. No nay. Motion carried.

D. Rainy Day Fund Contribution: Resolution to Transfer Funds to the Rainy Day Fund is as follows: “Whereas, the Board of Trustees of the Michigan City Public Library finds that the purposes of the Operating Fund have been fulfilled and there is an unused and unencumbered balance; therefore,

Be It Resolved, that the Board of Trustees of the Michigan City Public Library do hereby transfer $900,000 from the Operating Fund to the Rainy Day Fund based on the years 2011, 2012 and 2013 actual and budget expenditures. This fund shall be subject to the same appropriation process as other funds that receive tax money. Motion was made by Dr. Ken Rottman and seconded by April Center to adopt this Rainy Day Fund Contribution Resolution as presented. All yea. No nay. Motion carried.

E. Other: No report.

V. CORRESPONDENCE: Sam Melnick reported that Debbie Hyndman donated $50 to the Library’s Endowment Honoree Program to honor her friend Mary Brockway. Dorothy and Gladys Meriweather donated $40 to the Library’s Endowment Fund. Mary T. Schmich donated $291.20 to the Library’s Endowment Fund through the Unity Foundation of LaPorte County. (Ms. Schmich reimbursed the Library for the expenses for her program here.) Mr. Melnick thanked those who donated on behalf of the Board. These donations are very helpful.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: This was submitted in the packet and will be filed with these Minutes. Mr. Glossinger wants to add an explanation to those who do not realize about our rainy day fund. This is money that has been put away for many years and represents a catching up because the Library has been doing without for a long time. The windows need repair as they leak, the equipment has been patched instead of replaced, etc.: “We’ve been “belt tightening.” A lot of things have been let go; we did not get ebooks for one. We are now already beginning to rectify this: we bought 3 new computers for Youth Services, a new copier for the office that will do heavy volume, we are preparing for ebooks and we are working towards repairing the windows. Don Montgomery thanked Don Glossinger and administrative staff for such good budget management.

VIII. COMMITTEE REPORTS: The President to appoint new committee chairpersons and members. The President inquired if anyone wanted to change committees. There was no response. The committee chairpersons and members are to remain the same.

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Judy Lange reported to the Board that the 2015 budget for the Library has been approved. The budget is as follows:

Programming:
Adult: $ 5,000
Receptions 200
Films: (4 year license) 2,684

Writing Out Loud:
Meals 700

General:
Vol. Recognition Luncheon 500

Friends:
Luncheons 200
Secy of State 10
General Expense 400

Staff:
Scholarships 1,500
Memorials 500
Social:
Holiday Meal 1,100
Gifts 750
____________
Total $ 13,544

D. Policy and Procedures Committee Update: Dr. Ken Rottman reported to the Board that the committee met today at 2:15 to discuss policies for ebooks.

1. Maximum Lending period: 14 days
2. Maximum concurrent checkouts allowed: 3
3. Allow patrons to place holds on checked out titles: Yes
4. Maximum number of holds a patron may have at one time: 3
5. Number of days allowed for patron response to hold notification: 3
6. Due to the uncertainty of availability, pricing, and total number of circulations, as set by the publisher, of a title, patrons may not request titles not already available.

NOTE: There will be no “renewals” or “fines” as checked out ebooks automatically end once the loan period has been reached and therefore are never overdue. If a patron wants it again, it will have to be checked out again.

Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to approve of the above stated ebooks policy to be effective January 28, 2015. A discussion ensued. As this is a new endeavor for this library, we may change the policy as needed. A vote was called. All yea. No nay. Motion carried.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Judy Lange thanked the staff for their thoughtfulness and contribution in memory of her mother.

XII. QUORUM DETERMINATION: Judy Lange and Sam Ferguson may not be able to make the next regular Board meeting on February 25, 2015, at 2:30 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Pat Dougherty and seconded by Dr. Ken Rottman to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 3:10 PM.

February 25, 2015

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, February 25, 2015, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, President
Sam Melnick, Secretary
Judy Lange, Assistant Secretary
April Center, Member

Those members absent:
Patrick Dougherty, Vice President
Sam Ferguson, Member
Dr. Ken Rottman, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. IV

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Judy Lange and seconded by Sam Melnick to approve the Minutes of the regular Board meeting of January 28, 2015, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended January 31, 2015, shows an Operating Fund balance of $984,096.67 and a total funds balance of $3,675,850.84. The Operating Fund receipts for January were $1,146,288.75 and the disbursements were $1,307,979.26.

On February 17, 2015, the Library received $29,843.16 from the LaPorte County Auditors Office for the February, 2015, CAGIT tax.

The December 17, 2014, resolution for the transfer of LIRF and Rainy Day Funds to Operating Fund contained a clerical error. The Board needs to be made aware of and correct a clerical error on the total transfer amount that was originally listed as $1,100,000 when it should have been listed as $1,110,000.

Money owed to the Library LIRF Fund and Library Rainy Day Fund:

LIRF Fund $470,000
Rainy Day Fund $640,000
Total $1,110,000

B. Approval of Bills: The revised list of warrants is increased by $12,459.58. This increase is due to supplies, communications, equipment and software. Motion was made by Judy Lange and seconded by Sam Melnick to approve the revised list of warrants in the amount of $106,030.53. All yea. No nay. Motion carried.

C. Correct Borrowing Resolution: LIRF and Rainy Day Fund Transfer to Operating Fund Resolution: Whereas, the Michigan City Public Library (MCPL) will be delayed in receiving various forms of 2015 revenue from LaPorte County and the State of Indiana;

The MCPL Board authorizes the MCPL Treasurer to make a transfer of funds from the Library Improvement Reserve Fund (LIRF) and the Rainy Day Fund to the Operating Fund on January 3, 2015, to maintain a positive cash balance in the Operating Fund for the first half of 2015.

Be it resolved, by the Board of Trustees of the Michigan City Public Library, Michigan City, LaPorte County, Indiana, to authorize transfers of $470,000 from LIRF fund and $640,000 from Rainy Day Fund to the Library Operating Fund. This total transfer of $1,110,000 will be repaid when 2014 pay 2015 Property Tax Draw is received from LaPorte County.

Motion was made by Sam Melnick and seconded by Judy Lange to approve the above Resolution as presented. All yea. No nay. Motion carried.

D. Other: No report

V. CORRESPONDENCE: Sam Melnick reported that Mary Brockway donated $20 to the Endowment Honoree Program to honor Mary Ann Jensen, a retired teacher. Also, the Charles Binder Family donated $50 to the Endowment Honoree Program in memory of Mr. Donald Briggs. Mr. Melnick thanked the donors very much; the Library appreciates these donations.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: Submitted in the packet and will be filed with these Minutes.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library: Judy Lange reported that the Collectors Corner Breakfast that will be held on April 25 is on schedule.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: A meeting will be scheduled soon.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting on March 25, 2015, at 2:30 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Judy Lange and seconded by Sam Melnick to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:39 PM.

March 25, 2015

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, March 25, 2015, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, President
Patrick Dougherty, Vice President
Sam Melnick, Secretary
Judy Lange, Assistant Secretary
April Center, Member
Sam Ferguson, Member

Those members absent:
Dr. Ken Rottman, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist, Director
Rachael Doty, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Robin Kohn, Public Relations
Dept. Heads

II. PUBLIC COMMENTS: No comments.

III. MINUTES: There is a correction to be made in the Minutes under Committee Reports – Friends of the Michigan City Public Library. The date of the Collectors Corner Breakfast is to be held on April 25, 2015 (not April 26). Motion was made by Judy Lange and seconded by Sam Melnick to approve the Minutes of February 25, 2015, as amended. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended February 28, 2015, shows an Operating Fund balance of $803,820.65 and a total funds balance of $3,492,696.99. The Operating Fund receipts for February were $36,547.43 and the disbursements were $216,823.45.

We have $1,110,000 owed to the Library LIRF Fund and Library Rainy Day Fund. We will get our tax draw in June.

B. Approval of Bills: The revised list of warrants is increased by $5,213.03. This increase is due to maintenance and general supplies. Motion was made by Judy Lange and seconded by Sam Ferguson to approve the revised list of warrants in the amount of $99,107.84. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: Sam Melnick reported that Daniel and Marlene Nieding donated $20 to the Endowment Honoree Program honoring Robin Kohn, the Library’s Public Relations person. Hoit Miller donated $200 to the Endowment Fund. Joann Chlebek donated $20 to the Endowment Honoree Program in memory of her husband, Bruce. Don and Joan Moldenauer donated $20 to the Endowment Honoree Program for the Library’s wonderful service. On behalf of the Board of Trustees, Sam Melnick thanked all those who donated and said it is very much appreciated.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT:

A. State of the Library Address: Mr. Glossinger presented the State of the Library Address listing the accomplishments for the past year and goals for 2015. This Address will be filed with the Minutes of this Meeting.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library: Judy Lange reported that the Collectors Corner Breakfast that will be held on April 25 is on schedule. The tickets are $25.00.

D. Policy and Procedures Committee Update: Sam Melnick reported that the Committee met today at 2:15 PM. The Senior Management Team recommended that the 2008 interlibrary loan policy that charged fifty cents for each loan be rescinded. After a discussion, a vote was called. Motion was made by Sam Melnick and seconded by April Center to rescind the 2008 interlibrary loan policy that required a fifty cent charge for each loan. All yea. No nay. Motion carried.

E. Personnel Committee Report: Judy Lange reported that the Committee met on Wednesday, March 18, 2015, at 2:00 PM. Present were: Judy Lange, Dr. Ken Rottman, Sam Ferguson, Don Glossinger, Andrew Smith and Chip Claussen.

Administration presented two items for consideration:

1. Due to the retirement of the Assistant Maintenance Supervisor, it is necessary to fill that position. Shaun Childers, who already works in Maintenance, is highly recommended. Motion was made by Judy Lange and seconded by Sam Melnick to promote Shaun Childers to permanent Assistant Maintenance Supervisor, retroactive to March 1, 2015, at the rate of $13.00/hour. All yea. No nay. Motion carried.

2. Due to overwhelming demands on our Literacy program, it is necessary to add temporary help. There once was a clerical assistant for Cyndie McKinney that has been unfilled for years. However, due to the demands of the program, it is necessary to seek a professionally trained and educated person for this new position. Motion was made by Judy Lange and seconded by Sam Ferguson to hire a temporary half time person for the Literacy Department. All yea. No nay. Motion carried.

IX. NEW BUSINESS:

A. Board approval needed to open the Library at 10:00 AM on Thursday, May 21, 2015, for the staff appreciation breakfast. Motion was made by Sam Ferguson and seconded by April Center to open the Library at 10:00 AM in order to have the staff appreciation breakfast on May 21, 2015. All yea. No nay. Motion carried. Board members are invited.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: Pat Dougherty and Don Glossinger will not be able to attend the next regular Board Meeting at 2:30 PM on Wednesday, April 22, 2015, in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Judy Lange and seconded by Sam Ferguson to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 3:10 PM.

April 22, 2015

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, April 22, 2015, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, President
Sam Melnick, Secretary
Judy Lange, Assistant Secretary
April Center, Member
Sam Ferguson, Member

Those members absent:
Patrick Dougherty, Vice President
Dr. Ken Rottman, Member

Others in attendance:
Andrew Smith, Assist. Director
Rachael Doty, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Robin Kohn, Public Relations

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Sam Melnick and seconded by Judy Lange to approve the Minutes of March 25, 2015, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended March 31, 2015, shows an Operating Fund balance of $626,864.66 and a total funds balance of $3,321,633.17. The Operating Fund receipts for March were $37,264.19 and the disbursements were $214,220.18.

We received our annual distribution from the Unity Foundation on March 27, 2015, in the amount of $5,985.00. This amount was deposited in the Library’s Endowment Fund.

Money owed to the Library LIRF and Library Rainy Day Fund:

LIRF $470,000
Rainy Day Fund $640,000
Total $1,110,000

B. Approval of Bills: The revised list of warrants is increased by $5,614.93. This increase is due to the book security system, materials and general supplies. Motion was made by Judy Lange and seconded by Sam Ferguson to approve the revised list of warrants in the amount of $146,340.70. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: Sam Melnick reported that Henry Smith donated $100 to the Library’s Endowment Fund in memory of his wife, Norma Jean. Also, Harold Wolf donated $100 to the Library’s Endowment Fund in appreciation of our VITA service. Sam Melnick thanks Mr. Smith and Mr. Wolf for their generous support.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: Andrew Smith, Assistant Director, thanked all the volunteers for coming to the luncheon yesterday that was held in their honor. Mr. Smith also thanked Cyndie McKinney and Robin Kohn for putting together such a fine program.

May 11 is the launch day for ebooks. We should have over 1,000 titles available.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Collectors Corner Breakfast is on schedule for this Saturday, April 25th at 9:30 AM. A full report on the event will be available at the next meeting.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Judy Lange thanked the Library for the great volunteer luncheon; it was very good. Also, it was good to meet the new Literacy Assistant.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board Meeting at 2:30 PM on Wednesday, May 27, 2015, in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Sam Melnick and seconded by April Center to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:38 PM.

May 27, 2015

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, May 27, 2015, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, President
Patrick Dougherty, Vice President
Sam Melnick, Secretary
Judy Lange, Assistant Secretary
April Center, Member
Sam Ferguson, Member
Dr. Ken Rottman, Member

Others in attendance:
Don Glossinger, Director
Rachael Doty, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Robin Kohn, Public Relations
Cyndie McKinney, Learning Center
Shaun Childers, Maintenance
Jessica Hoffmaster, Learning Center
Brandon Jones, Maintenance

II. PUBLIC COMMENTS: Cyndie McKinney introduced Jessica Hoffmaster who was hired in the temporary part time position to help Mrs. McKinney. She is working out very well and is experienced in Literacy.

Shaun Childers introduced Brandon Jones who was hired full time in our Maintenance Dept. He is working out very well and is particularly good at painting.

Both new staff members were welcomed by the Board then left the meeting.

III. MINUTES: Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the Minutes of April 22, 2015, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended April 30, 2015, shows an Operating Fund balance of $347,975.96 and a total funds balance of $3,052,603.16. The Operating Fund receipts for April were $35,738.30 and the disbursements were $314,627.00.

In April, 2015, the Library received 2015 first quarter disbursements of $1,966.37 from the Horizon Trust IMA Investment account and $2,891.04 from Horizon Trust Endowment Investment account. Both of these disbursements totaling $4,857.41 from Horizon Trust were distributed to the Library’s Endowment Earnings Fund.

Money owed to the Library LIRF and Library Rainy Day Fund:

LIRF $ 470,000
Rainy Day Fund $ 640,000
Total $ 1,110,000

We anticipate receiving our money from the property taxes by the end of June.

B. Approval of Bills: The revised list of warrants is increased by $1,871.31. The majority of this increase goes to the Friends. Motion was made by Judy Lange and seconded by Dr. Ken Rottman to approve the revised list of warrants in the amount of $114,495.83. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: No report.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: The written report was submitted in the packet and will be filed with these Minutes. Don Glossinger reported that three Maple trees were planted on our South lawn since we lost all the Ash trees. Additional landscaping, windows and other projects are put on hold until we know what we will receive from the property taxes.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report. Don Glossinger said there have not been any meetings in a long while. We will call a meeting to address building issues when we know our tax situation.

B. Budget and Finance Committee Update: No report.

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

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Sam Melnick inquired about the new ebooks. Don Glossinger reported they are doing great. More people have signed up for library cards knowing that we have ebooks.

Don Glossinger also reported that a sign for the Learning Center is on order and new cubicles for the students and tutors are also on order. These were good suggestions by April Center.

Board members agreed that the Staff Appreciation Breakfast was a very nice event. Don Glossinger appreciated the 25 year gift that he received.

XII. QUORUM DETERMINATION: Dr. Ken Rottman will be unable to attend the next Board Meeting at 2:30 PM on Wednesday, June 24, 2015, in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Pat Dougherty and seconded by Dr. Ken Rottman to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:40 PM.

June 24, 2015

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, June 24, 2015, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, President
Patrick Dougherty, Vice President
Sam Melnick, Secretary
Judy Lange, Assistant Secretary
April Center, Member
Sam Ferguson, Member

Those members absent:
Dr. Ken Rottman, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assistant Director
Rachael Doty, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Librarian IV

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Judy Lange and seconded by Sam Ferguson to approve the Minutes of May 27, 2015, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. The Statement of Receipts and Disbursements for the month ended May 31, 2015, shows an Operating Fund balance of $150,801.93 and a total funds balance of $2,847,676.92. The Operating Fund receipts for May were $35,038.50 and the disbursements were $232,212.53.

On June 10, 2015, the Library received two checks totaling $1,319,125.13 from the LaPorte County Auditors office. The first check, $1,266,324.41 was for property tax money settlement 2014 pay 2015. The second check, $52,800.72, was for License Excise Taxes 2014 pay 2015.

On June 18, 2015, the Library received another two checks from the LaPorte County Auditors Office totaling $30,892.16. The first check, $29,843.16, was for the June, 2015 CAGIT tax. The second check, $1,049.00, was for the Library’s second half 2014 Commercial Vehicle Excise Tax (CVET), $7,134.00, less an Auditors Office over payment correction of CVET, ($6,085.00) to the Library in the year 2012.

We also received $2,500 from Indiana Blue Chip Wagering Tax distribution. This is part of the $1,352,517.29 that was received in June. We are expecting $7,134.00 from CVET for this year.

Money owed to the Library LIRF and Library Rainy Day Fund:
LIRF $ 470,000
Rainy Day Fund $ 640,000
Total $ l,110,000

B. Approval of Bills: The revised list of warrants is increased by $4,306.11. The majority of this increase is from general supplies and maintenance supplies. Motion was made by Pat Dougherty and seconded by April Center to approve the revised list of warrants in the amount of $83,570.83. All yea. No nay. Motion carried.

C. Proposed Budget Dates: The tentative schedule of dates for the 2016 Budget process is included in each packet. It starts with Don Glossinger and Edward Claussen meeting with the DLGF on July 20 and then the budget will be in the Board packet on August 21. On August 26 we plan to have a Finance/Budget Committee meeting, then the Board meets after that to review the 2016 budget and approve Gateway Form 3. August 28 we submit the 2016 budget to the County Council. On September 3, we will use online submission for libraries Gateway Form 3 which will serve as notice to taxpayers of the Library’s public hearing for the 2016 budget. The public hearing will be September 23 before the Board Meeting. The proposed budget will be presented for adoption at the regular Board Meeting on October 28 and then the budget will be filed with the County Auditor and submitted to DLGF through the Gateway website on October 30.

D. Other: No report.

V. CORRESPONDENCE: Sam Melnick reported that Milt and Susan Dabagia donated $20 to the Endowment Honor Program in memory of Bill Glenday. On behalf of the Board, Mr. Melnick thanked the Dabagias for their generosity.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: The report was submitted in the packet and will be filed with these Minutes. Mr. Glossinger noted the fact that we have started reporting on ebooks. The first report is 573 in circulation.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

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

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Sam Melnick inquired about the time the Board meeting begins. He suggested leaving the time to start the Board Meeting at 2:30 for another year to accommodate Mr. Glossinger. Motion was made by Sam Melnick and seconded by Sam Ferguson to extend the time of 2:30 to start the Board meetings through June of 2016. All yea. No nay. Motion carried.

XII. QUORUM DETERMINATION: All those present today will be able to attend the next Board Meeting at 2:30 PM on Wednesday, July 22, 2015, in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Judy Lange and seconded by Pat Dougherty to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:41 PM.

July 29, 2015

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, July 29, 2015, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, President
Patrick Dougherty, Vice President
Sam Melnick, Secretary
Judy Lange, Assistant Secretary
April Center, Member
Sam Ferguson, Member
Dr. Ken Rottman, Member

Others in attendance:
Andrew Smith, Assistant Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Librarian IV

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Rottman and seconded by Pat Dougherty to approve the Minutes of June 24, 2015, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended June 30, 2015, shows an Operating Fund balance of $1,325,907.08 and a total funds balance of $4,014,571.42. The Operating Fund receipts for June were $1,370,853.48 and the disbursements were $195,748.33.

On June 29, 2015, the Library received two more checks totaling $12,479.63 from the LaPorte County Auditors office. The first check was for 2015 Commercial Vehicle Excise TAX (CVET) totaling $8,012.00. The second check was for 2015 Financial Institution Tax (FIT) for $4,467.63. Our June 2015 total receipts from the LaPorte County Treasurer and Auditor’s office equaled $1,362,496.92.

Horizon Trust & Investment Management needs the Michigan City Public Library Board of Trustees to certify the Resolution for Organizational and Entity Accounts. This resolution is in the Board packet for the Board’s review and will be covered under IV.C. Other on the Agenda.

Money owed to the Library LIRF and Library Rainy Day Fund:

LIRF $ 470,000
Rainy Day Fund $ 640,000
Total $ 1,110,000

B. Approval of Bills: Motion was made by Dr. Rottman and seconded by Judy Lange to approve the revised list of warrants of July 29, 2015, in the amount of $101,824.59. All yea. No nay. Motion carried.

C. Other: Horizon Trust & Investment Management requested a resolution that would authorize Administration staff (Don Glossinger and/or Edward Claussen) to conduct business on behalf of the Library. “RESOLVED: FIRST, that any of the above named individuals (“Authorized Persons”) be and each of them hereby is, authorized and empowered to the fullest extent possible, to act on behalf of the Organization/Entity, to establish and maintain an Investment Management Account (discretionary or non-discretionary), cash management account or employee benefit plan account (“Account”) with Horizon Bank, N.A. dba Horizon Trust & Investment Management, its subsidiaries, affiliates, and successor firms (“HTIM”) for the purpose of purchasing, transferring, exchanging, borrowing, pledging or otherwise disposing of and generally dealing in and with cash and any and all forms of securities, including but not limited to shares, stocks, bonds, debentures, notes, options, certificates of deposit, mortgages, commercial paper, and interests of any and every kind and nature whatsoever, secured and unsecured, whether represented by trust, or otherwise. SECOND, that on behalf of the Organization/Entity, any Authorized Person shall have the fullest authority with respect to the Account including, but not limited to, authority to give written or oral instructions to HTIM with respect to any securities in, or transaction or service offered in connection with the Account.”

Motion was made by Sam Melnick and seconded by Pat Dougherty to give the authorization to Don Glossinger and/or Edward Claussen to conduct Library financial business with Horizon Trust & Investment Mangement. All yea. No nay. Motion carried.

Chip Claussen reported to the Board that he and Don Glossinger met with DLGF on July 20 regarding the 2016 budget with a growth factor of 2.6%. The Board will get the budget in their August packet.

V. CORRESPONDENCE: Sam Melnick reported that KAPPA KAPPA KAPPA INC., The Michigan City Associate Chapter donated $40 to the Endowment Fund. Ms. Elizabeth Armstrong is the contact person.

Jinny Hilf donated $20 to the Endowment Honoree Program to honor Nancy Philippi on her birthday. Mr. Melnick, on behalf of the Board, thanked them both for their generosity.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: The Summer Reading Program concludes next month and, so far, it has been very successful with good attendance. The program tomorrow at 10:00 features Dale Obrochta from the Chicago area. His show is called “The Art & Comedy of Inflation”. He’s a very talented performer working with balloons.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Pat Dougherty reported that the Committee met at 2:00 today and said Administration presented information on the window seal replacement project that was tentatively planned for this year. However, due to the delay in getting our tax money and a 10 week lead time to order the actual seals once a bid is awarded, the project will be started in early 2016. There are 270 clerestory windows and they are 40 years old.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library: The Friends met last week and Chip Claussen attended this meeting as the Friends also need the resolution authorizing named individuals to act on behalf of the organization on financial/business matters with Horizon Bank/Investment Management.

The following individuals are authorized to conduct business on behalf of the Friends of the Michigan City Public Library: Marilyn Hecker, President; Loren Hecker, Treasurer; and Sandy Croft, Secretary.

Judy Lange reported on the Collectors’ Breakfast. She said they will have to decide whether to hold it again as it wasn’t as successful as last year.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Don Montgomery requested that any Board member not able to attend a meeting to please call the Library Office.

XII. QUORUM DETERMINATION: All those present today will be able to attend the next Board Meeting at 2:30 PM on Wednesday, August 26, 2015, in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Pat Dougherty and seconded by July Lange to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:45 PM.

August 26, 2015

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, August 26, 2015, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, President
Judy Lange, Assistant Secretary
April Center, Member
Sam Ferguson, Member
Dr. Ken Rottman, Member

Those members absent:
Pat Dougherty, Vice President
Sam Melnick, Secretary

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assistant Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Robin Kohn, Public Relations

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by April Center and seconded by Sam Ferguson to approve the Minutes of July 29, 2015, as presented. All yea. No nay. Motion carried.

Andrew Smith introduced a new employee in his department. Kynan Wallace started working here on August 24. Dan Schaaf who is our Technology Specialist is retiring at the end of this week and Mr. Wallace will be taking this position. Mr. Wallace comes from the Duneland School Corporation. Mr. Wallace was welcomed by the Board then left the meeting.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended July 31, 2015, shows an Operating Fund balance of $1,149,624.81 and a total funds balance of $3,838,855.61. The Operating Fund receipts for July were $35,885.18 and the disbursements were $212,167.45.

The Library received 2015-second quarter earnings from the endowment fund, $3,099.34 and earnings from the IMA fund, $2,307.17 for a total of $5,406.51. This money was deposited into the Endowment Earnings Fund.

The Finance Committee met on Wednesday, August 19, 2015, with Library administration to discuss the 2016 budget for Operating and LIRF funds. The 2016 Budget was included in the packet to review before the August 26, 2015 Board meeting.

The Library will submit on August 27, 2015, the LaPorte County Council Property Tax Budget Review form for Budget Year 2016 (three page schedule included in 2016 Budget packet handed out for today’s Board meeting) via the DLGF Gateway website. This schedule is required to be submitted by September 1, 2015, and will be used in the non-binding review by LaPorte County Council.

The public hearing of the Library’s 2016 budget will take place before the September 23, 2015, Board meeting and will be announced to the public on the DLGF Gateway web site. The Budget form No. 3 Notice to the Taxpayers will be submitted to the Gateway web site on August 27, 2015.

The 2016 Budget will be adopted by the Library Board at the October 28, 2015, meeting. The final 2016 Library Budget will then be submitted into the DLGF Gateway web site.

Money owed to the Library LIRF and Library Rainy Day Fund:

LIRF $ 470,000
Rainy Day Fund $ 640,000
Total $1,110,000

B. Approval of Bills: The revised list is increased by $7,962.59. Motion was made by Dr. Rottman and seconded by Sam Ferguson to approve the revised list of warrants of August 26, 2015, in the amount of $100,551.26. All yea. No nay. Motion carried.

C. 2016 Budget: Highlights: The Library’s appropriate expenditures do not exceed the State’s 2.6% growth quotient over the 2015 budget, making the Library a non-binding unit.

2016 salary line has a 5% increase over 2015 budget. The 5.62% increase on the total salaries line is due to head count changes in Assistants and Maintenance areas.

Indiana Public Retirement System Board of Trustees kept the Library’s contribution rate at 11.2% This rate is similar to the 2015 budget rate.

2016 Group Insurance premium line has a 6.9% increase over the 2015 budget due to Anthem (8.7%) and Principal (5.7%) insurance increases and employee changes.

2015 Consulting Fees of $27,000, Structure Repairs and Maintenance of $156,834 and LIRF Expenditures of $100,000 related to the clerestory window project was put on hold and is now included in our 2016 Budget.

The CAGIT reduction of $140,000 between 2015 ($330,000) and 2016 ($190,000) was a recommendation from the DLGF).

D. Other: No report.

V. CORRESPONDENCE: Judy Lange reported on the many donations to our Writing Out Loud Program: Ted Zieke – $30, Bernard Lootens- $25, Jo Pilecki and Dan Tannas – $50, Dr. Jessie Panko – $100, Jacqueline Feeley – $100, Paul & Gloria Thode, MSW – $50, Mary Schaaf – $25, Mary Lou Linnen $50, Patricia Carlisle – $100, Susan Block – $50, Betty Duggan – $15, Joan Enright – $25, Leonard J & Irene Brown Foundation (Debbie Hyndman is Secretary-Treasurer) – $1,000, Sylvia Thomas – $10, Carol & Roger Hug – $25, John & Jessie Daraska – $50, Steward Diamond – $100, and Rita Boyer – $30. Total donations for August are $1,835.00. Judy Lange, on behalf of the Board, thanked all who donated.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: Submitted in the packet. The report will be filed with these Minutes.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: Sam Ferguson reported that the Committee met August 19 and discussed the 2016 budget. The Board appreciates the budget highlights sheet and the cash flow analysis of the actual 2011-2014, and the budget 2015-2016.

C. Friends of the Michigan City Public Library Update: No report. The Friends will be meeting on September 30.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: A meeting is scheduled for September 23, 2015, at 1:45 PM, before the Public Hearing and the September Board meeting.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: Sam Ferguson is unable to attend the Public Hearing for the 2016 budget at 2:15 or the next Board Meeting at 2:30 PM on Wednesday, September 23, 2015, in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Judy Lange and seconded by Dr. Rottman to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:44 PM.

September 23, 2015

MINUTES OF THE SPECIAL BOARD MEETING FOR PUBLIC HEARING OF 2016 BUDGET

1. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ special meeting was called to order by Pat Dougherty, Vice President, on Wednesday, September 23, 2015, at 2:15 PM. This special meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance
Pat Dougherty, Vice President
Sam Melnick, Secretary
Judy Lange, Assistant Secretary
April Center, Member
Dr. Ken Rottman, Member

Others in attendance:
Andrew Smith, Assist. Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec.Secretary
Don Varda, Lib. IV

Those members absent:
Don Montgomery, President
Sam Ferguson, Member

2. PUBLIC HEARING: A quorum of the Library Board exists for this Public Hearing for the proposed 2016 budget of the Michigan City Public Library. The record should reflect that no one from the public is in attendance. The proper advertising procedures were followed by submitting Budget Form 3, “Notice To Taxpayers” in the Indiana Gateway website that the hearing will be held on today’s date and time, September 23, 2015, at 2:15 PM.

3. ADJOURNMENT: Motion was made by Judy Lange and seconded by April Center to adjourn this Public Hearing. All yea. No nay. Motion carried. This Public Hearing adjourned at 2:20 PM.

September 23, 2015

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Pat Dougherty, Vice President, on Wednesday, September 23, 2015, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Pat Dougherty, Vice President
Sam Melnick, Secretary
Judy Lange, Assistant Secretary
April Center, Member
Dr. Ken Rottman, Member

Others in attendance:
Andrew Smith, Assistant Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. IV

Those members absent:
Don Montgomery, President
Sam Ferguson, Member

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Rottman and seconded by Judy Lange to approve the Minutes of August 26, 2015, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended August 31, 2015, shows an Operating Fund balance of $987,039.17 and a total funds balance of $3,672,166.36. The Operating Fund receipts for August were $35,620.95 and the disbursements were $198,206.59.

The Library received two Medical Loss Ratio premium rebate checks from the year 2014. One check from United Healthcare ($622.29) and another check from Anthem Blue Cross Blue Shield ($2,077.68). The total amount of both checks equaled $2,699.97. We will off set medical insurance expenses in September 2015 by $2,024.98 (75%), and we will reduce Anthem participating employees premium contributions by $674.99 (25%) for one pay period.

Money owed to the Library LIRF Fund and Library Rainy Day Fund

LIRF $ 470,000
Rainy Day Fund $ 640,000
Total $1,110,000

B. Approval of Bills: The revised list is increased by $11,728.00. Motion was made by Dr. Rottman and seconded by Sam Melnick to approve the revised list of warrants of September 23, 2015, in the amount of $116,232.71. All yea. No nay. Motion carried.

C. 2016 Budget: 2016 Budget will be adopted by the Library Board at the October 28, 2015 meeting. The final 2016 Library Budget will then be submitted into the DLGF Gateway web site.

D. Other: No report.

V. CORRESPONDENCE: Sam Melnick reported on the many donations to our Writing Out Loud Program: Sue Spitler – $50.00, Carmen Mosher – $25.00, Jinny Hilf – $100.00, Norman & Lorraine Edelstein – $18.00 and Earl & Lonna Temkin – $25.00. Total WOL Donations for 2015 are $2,053.00.

Other donations were from Neil and Jean Sheehan who donated $30 to the Endowment Honoree Program in memory of Debbie Chism. Also, the Duneland Stamp Club of Michigan City donated $50 to the Library’s Endowment Fund. Mr. William Walsko is contact person. Sam Melnick, on behalf of the Board, sincerely thanked all who donated.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: Submitted in the packet. The report will be filed with these Minutes.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Friends are having a meeting next Wednesday, September 30, 2015.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: Judy Lange reported that this committee met today at 1:45 to discuss two Administration recommendations.

Motion was made by Judy Lange and seconded by Dr. Rottman to give a 4% salary raise effective September 27, 2015. All yea. No nay. Motion carried.

Motion was made by Judy Lange and seconded by Dr. Rottman to change one, half-time Youth Services Clerk II, to a half-time Clerk I, with a starting salary of $10.51/hour, effective September 27, 2015. All yea. No nay. Motion carried.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: All members present today will be able to attend the next Board Meeting at 2:30 PM on Wednesday, October 28, 2015, in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Sam Melnick to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:42 PM.

October 28, 2015

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, October 28, 2015, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, President
Sam Melnick, Secretary
Judy Lange, Assistant Secretary
Sam Ferguson, Member
Dr. Ken Rottman, Member

Those members absent:
Pat Dougherty, Vice President
April Center, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assistant Director
Rachael Doty, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. IV

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to approve the Minutes of the Public Hearing for the 2016 budget as presented. All yea. No nay. Motion carried.

Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to approve the Minutes of the regular Board Meeting of September 23, 2015, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended September 30, 2015, shows an Operating Fund balance of $797,749.34 and a total funds balance of $3,483,930.76. The Operating Fund receipts for September were $36,501.56 and the disbursements were $225,791.39.

Adoption of the 2016 budget is on the agenda this month. Through the Gateway web site, the LaPorte County Council received the Library’s 2016 non-binding budgets that stayed under the state mandated 2.6% growth factor. Gateway Schedules 4, 4A and 4B are included in your financial packet. After the budget is adopted and the Board signs schedule 4, we will submit the adopted 2016 budget to the DLGF and the LaPorte County Auditor’s office via the Indiana Gateway web site.

There were no extraordinary operating expenses this month. Our remaining expenditure balance should be at 25% of 2015 budget; we are at 37.5% expenditures remaining for 2015 budget.

Money owed to the Library LIRF and Library Rainy Day Fund:

LIRF $ 470,000
Rainy Day Fund $ 640,000
Total $ 1,110,000

We have enough funds to cover our expenses for the first half of 2016.

B. Approval of Bills: The revised list is increased by $4,413.66. Motion was made by Dr. Ken Rottman and seconded by Sam Ferguson to approve the revised list of warrants of October 28, 2015, in the amount of $140,999.70. All yea. No nay. Motion carried.

C. Adoption of 2016 Budget: Treasurer, Edward Claussen, read the ordinance for the Board: “Be it ordained/resolved by the Michigan City Public Library Board of Trustees that for the expenses of MICHIGAN CITY PUBLIC LIBRARY for the year ending December 31, 2016 the sums herein specified are hereby appropriated and ordered set apart out of the several funds herein named and for the purposes herein specified, subject to the laws governing the same. Such sums herein appropriated shall be held to include all expenditures authorized to be made during the year, unless otherwise expressly stipulated and provided for by law. In addition, for the purposes of raising revenue to meet the necessary expenses of MICHIGAN CITY PUBLIC LIBRARY, the property tax levies and property tax rates as herein specified are included herein.”

“Budget Form 4-B for all funds must be completed and submitted in the manner prescribed by the Department of Local Government Finance.

This ordinance/resolution shall be in full force and effect from and after its passage and approval by the Michigan City Public Library Board of Trustees.”

Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to adopt the Michigan City Public Library’s 2016 budget of $3,391.841, adopted tax levy of $3,473,500 and the adopted tax rate of 0.2362. All yea. No nay. Motion carried.

D. Other: No report.

V. CORRESPONDENCE: Sam Melnick reported that Ann and Steven Wenc donated $25 to the Library in honor of the Homebound Program. Also, Ted Perzanowski donated $150 to the Library honoring Mary Jane and Edward Chainski because “they are wonderful people”. Both of these donations were placed in the Endowment Fund. Mr. Melnick thanked them on behalf of the Board.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: The report was submitted in the packet and will be filed with these Minutes.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: The budget was approved earlier at this meeting.

C. Friends of the Michigan City Public Library: The Friends decided to meet every other month on the first Wednesday. The next meeting is November 4 at 2:00 PM. “Boo at the Zoo” was successful.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS:

A. Board Meeting Dates for 2016: A discussion ensued about the time of the meeting and they all agreed that 2:30 PM was the best for them. Motion was made by Sam Melnick and seconded by Dr. Ken Rottman to approve the dates of the Board meetings as presented. Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to amend the original motion to include the 2:30 meeting time. All yea. No nay. Motion and amendment carried.

B. Library Holiday Closings and Summer Sunday Closings for 2016: Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to approve the list of 2016 Library Holiday Closings and Summer Sunday Closings as presented. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: All members present today will be able to attend the next Board Meeting at 2:30 PM on Wednesday, November 18, 2015, in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:48 PM.

November 18, 2015

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, November 18, 2015, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, President
Judy Lange, Assistant Secretary
April Center, Member
Sam Ferguson, Member
Dr. Ken Rottman, Member

Those members absent:
Patrick Dougherty, Vice President
Sam Melnick, Secretary

Others in attendance:
Don Glossinger, Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. IV
Bruce Jones, Member of the Public

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the Minutes of the regular Board Meeting of October 28, 2015, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended October 31, 2015, shows an Operating Fund balance of $517,336.15 and a total funds balance of $3,205,413.52. The Operating Fund receipts for October were $36,424.35 and the disbursements were $316,837.54.

The Library’s natural gas for heating is provided by Realgy Energy Services and the natural gas is delivered by NIPSCO. The Library was offered and accepted a in natural gas price of $0.3495 per therm for the months November, 2015, through March, 2016.

The Library received 2015-third quarter earnings from the Endowment Fund of $2,592.49 (YTD $11,465.27) and earnings from the IMA fund of $1,832.88 (YTD $8,013.44). Both funds were deposited into Endowment Earnings Fund. This is a 22.3% increase over last year.

Money owed to the Library LIRF and Rainy Day Fund:

LIRF $ 470,000
Rainy Day Fund $ 640,000
Total $ 1,110,000

B. Approval of Bills: The revised list is increased by $6,502.14. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the revised list of warrants of November 18, 2015, in the amount of $79,561.90. All yea. No nay. Motion carried.

C. Other: Mr. Claussen reported that November 10 was the last day to pay property taxes and 51 days after that is distribution. We should be receiving a check soon.

V. CORRESPONDENCE: No report.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: The report was submitted in the packet and will be filed with these Minutes. April Center raised the question of why there is a decrease in usage compared to last year per the statistics. Don Glossinger explained that this is industry-wide and the way it is right now because of technology. We need to look for new ways and new programs to get people in the library.

April Center suggested amnesty for fines and fees in certain cases. When we have a Policy and Procedures Committee, this will be discussed. Sam Ferguson supports this suggestion and hopes the Board gives this serious consideration.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Friends met on November 4 and decided to try the Collectors Corner Breakfast again. It is to be held on April 23, 2016. The Friends will publicize it more and try to sell more tickets. The Friends will meet again here at the Library on January 6 at 2:00 PM.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

F. Nominating Committee: Don Montgomery appointed April Center, Sam Ferguson and Dr. Ken Rottman to this Committee. They decided to meet right after this meeting.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: Bruce Jones, who is recently retired from the Library, suggested the Board meetings be held at a time conducive to working people. He also would like to meet with the Personnel Committee regarding his employment with the Library. Don Glossinger recommended we hold an Executive Session as this is discussing personnel matters. This Executive Session will be held on January 20, 2016, at 2:30 PM.

XI. BOARD COMMENTS: April Center said she is doing Bookmarks Thursday, November 19 in Chesterton and also here on Saturday, November 20 at 2:00 PM. She will be reviewing “The Marriage Game” by Alison Weir.

XII. QUORUM DETERMINATION: Dr. Ken Rottman will not be able to attend the next Board Meeting at 2:30 PM on Wednesday, December 16, 2015, in the Library’s Meeting Room.

December 16, 2015

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, December 16, 2015, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, President
Patrick Dougherty, Vice President
Sam Melnick, Secretary
Judy Lange, Assistant Secretary
April Center, Member
Sam Ferguson, Member
Dr. Ken Rottman, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. IV
Shaun Childers, Greg Alexander, Maintenance Staff ,and Sarah Redden, Kathleen Gouge, Circulation Staff

II. PUBLIC COMMENTS: Shaun Childers, Maintenance Supervisor, introduced one of the new part time Maintenance III staff: Greg Alexander. He was welcomed by the Board then left the meeting.

III. MINUTES: Motion was made by Pat Dougherty and seconded by Sam Ferguson to approve the Minutes of the regular Board Meeting of November 18, 2015, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended November 30, 2015, shows an Operating Fund balance of $354,072.16 and a total funds balance of $3,045,573.87. The Operating Fund receipts for November were $35,489.56 and the disbursements were $198,753.55.

The Library received and deposited on November 30, 2015, a check for $7,485.20 from the LaPorte County Auditors Office. This check was distributed based on Indiana State legislation HEA 1001-2007 Reconciliation of 2008 Property Tax Replacement Credit and Homestead Credit Distributions. This money was designated as Levy Excess and will reduce our next 1782 Property tax levy.

We also received and deposited on December 15, 2015, a check from the AT&T Universal Service Fund in the amount of $9,634.97.

Money owed to the Library LIRF and Library Rainy Day Fund:

LIRF $ 470,000
Rainy Day Fund $ 640,000
Total $ 1,110,000

B. Approval of Bills: The revised list of warrants is increased by $8,576.74. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the revised list of warrants of December 16, 2015, in the amount of $90,632.90. All yea. No nay. Motion carried.

C. Encumbrances: The Resolution to Encumber Operating Funds: “WHEREAS, it has been determined that it is now necessary to encumber appropriations from the Operating Fund for items which have purchase orders having not yet been delivered and services which have yet to be met to further the projects of the Michigan City Public Library during 2016; Now, therefore, be it resolved by the Library Board of the Michigan City Public Library, LaPorte County, Indiana, that for the following appropriations hereby be encumbered from the 2015 budget for the Operating Fund and ordered set apart out of that fund herein named and for the purposes herein specified, subject to the laws governing the same:”

Purchase Vendor’s Budget Amount
Order # Name Line Item Encumbered

2015 See Controller’s packet Materials $21,323.44
2015 See Controller’s packet Supplies/Furniture $26,035.41
____________________________________________________________
Total $47,358.85

Motion was made by Dr. Ken Rottman and seconded by Sam Ferguson to accept the Resolution to Encumber Operating Funds as presented. All yea. No nay. Motion carried.

D. Line Transfers: There are no line transfers.

E. Non-resident Fee: The Resolution for Nonresident Fee: “WHEREAS, IC-36-12-2-25(c) requires that an individual non-resident fee be established for a local library card; and

WHEREAS, the minimum fee that the board may set under the statute is the greater of the following: (1) The library district’s operating fund expenditure per capita in the most recent year for which that information is available in the Indiana state library’s annual “Statistics of Indiana Libraries” or (2) Twenty-five dollars ($25).

NOW THEREFORE BE IT RESOLVED, that the non-resident fee is hereby set at ($77.00) for an individual non-resident card; and

BE IT FURTHER RESOLVED that this fee will remain in effect until such time that the library board passes a new non-resident fee resolution.”

Motion was made by Pat Dougherty and seconded by Judy Lange. A discussion ensued. April Center questioned the amount and thought it was excessive. Don Glossinger explained that this is according to the state’s law. Mr. Glossinger will bring this yearly fee to the attention of the State Senator. Pat Dougherty suggested that administration check on what the other states charge. Dr. Ken Rottman does not think it is too expensive compared to the value of this library. A vote was called. All yea. No nay. Motion carried.

“DULY ADOPTED by the Board of Trustees of the Michigan City Public Library at its regular meeting held on the 16th day of December, 2015, at which meeting a quorum was present.”

F. & G. Rainy Day Fund and LIRF Transfer: Resolution to transfer LIRF and Rainy Day Funds to Operating Fund: “Whereas, the Michigan City Public Library (MCPL) will be delayed in receiving various forms of 2016 revenue from LaPorte County and the State of Indiana.

The MCPL Board authorizes the MCPL Treasurer to make a transfer of funds from the Library Improvement Reserve Fund (LIRF) and the Rainy Day Fund to the Operating Fund on January 3, 2016, to maintain a positive cash balance in the Operating Fund for the first half of 2016.

Be it resolved, by the Board of Trustees of the Michigan City Public Library, Michigan City, LaPorte County, Indiana, to authorize transfer of $200,000 from LIRF and $900,000 from Rainy Day Fund to the Library Operating Fund. This total transfer of $1,100,000 will be repaid when 2015 pay 2016 Property Tax Draw is received from LaPorte County.”

Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the resolution to transfer funds from LIRF and Rainy Day Fund totaling $1,100,000 to the Operating Fund in order to maintain a positive cash balance for the first half of 2016. All yea. No nay. Motion carried.

H. Employee Salary Ranges for 2016: Motion was made by Pat Dougherty and seconded by Judy Lange to approve the Michigan City Public Library Employee Salary Range Table as presented. All yea. No nay. Motion carried.

I. Other: No report.

V. CORRESPONDENCE: Sam Melnick reported that Ms. G. Marie Meriweather donated $30 to the Endowment Honoree Program honoring her sister Dorothy Meriweather. On behalf of the Board, Sam Melnick thanked Ms. Meriweather.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: Don Glossinger reported that Sarah Redden and Kathleen Gouge came up with the idea for a new picture on our library cards. Don Varda took a picture of the library’s center court for the picture on the new patron cards. This picture will eventually be on our web page and the library’s stationery. The Board agreed the picture is beautiful and will be a good representation of the library.

Lake Hills Elementary School is one of only nine schools in Indiana to receive STEM (Science, Technology, Engineering, and Math) certification and Lori Richardson has been with the STEM program at Lake Hills since the beginning.

Youth Services conducted many successful programs for the community: “Story Time with Santa”, “Xbox One Madden 16 Tournament” and “Book Buddies”. Also YS is working with Niemann School’s Head Start Program. Films are ongoing and there are plans for other programs in collaboration with the school system. In November, Youth Services conducted 28 programs with a total attendance of 1,177.

Jessica Hoffmaster volunteered a total of 22 hours at the Pine Elementary Book Fair. We are getting more involved with the schools by collaborating with programs and signing students up with cards. Kyan Wallace and Andrew Smith are working on a hand held device that we will be able to take to the schools and sign students up for a library card.

The library’s Svengoolie event in November went viral on social media, reaching in excess of 15,000 people and generating hundreds of likes.

Don Glossinger thanked Pat Dougherty for all his work for the library while he was a member of the Board. Mr. Dougherty’s term ends on December 31 and he decided he will not continue as a member. He will be missed. Doug Wickstrom was appointed by the School Board to be a member of the Library Board.

Mr. Glossinger reminded all the Board members that they are invited to the Library’s Christmas party on Wednesday, December 23 at Hammer’s.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: A meeting will be scheduled early next year to review a proposal on the window seal replacement project.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that they are starting to sell tickets for the April 23, 2016, Collectors’ Corner Breakfast. The next meeting is January 6, at 2:00 PM.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: Judy Lange reported that the full-time Maintenance III position will serve the library better if this position was changed to be two half-time permanent Maintenance III positions. We have hired two half-time temporary staff members for the Maintenance positions. Making these positions permanent will allow them to earn vacation, sick and holiday time. Motion was made by Judy Lange to make the full-time Maintenance III position into two permanent half-time Maintenance III positions, effective December 20, 2015. Seconded by Dr. Ken Rottman. All yea. No nay. Motion carried.

F. Nominating Committee Update: Sam Ferguson reported that the committee discussed the slate of officers for 2016. The nominations for Board Officers in 2016 are:

President Sam Melnick
Vice President April Center
Secretary Judy Lange
Assistant Secretary Sam Ferguson
Treasurer Edward Claussen

There were no other nominations. Motion was made by Sam Ferguson and seconded by Pat Dougherty to approve the list of Board Officers for 2016 as presented. All yea. No nay. Motion carried.

IX. NEW BUSINESS:

A. Motion to Approve:

1. Endowment Earnings Budget
2. Public Relations Budget
3. Youth Services Budget

Don Glossinger explained that these budgets are funded by discretionary funds, no tax money is used. The funds come from the Library’s IMA and Endowment Investments. We also get funds from Unity and the Friends. Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to approve the 1. Endowment Earnings budget for $32,900, which includes 2. Public Relations Budget in the amount of $14,100 and 3. Youth Services Programming Budget in the amount of $17,000. All yea. No nay. Motion carried.

B. Approval needed for Destruction of Public Records: No report as we have not had an audit in 4 years.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Mr. Dougherty will be missed.

XII. QUORUM DETERMINATION: Dr. Ken Rottman will not be able to attend next month’s meetings. There is an Executive Session on Wednesday, January 20, 2016, at 2:30 PM. The regular Board Meeting is 2:30 PM Wednesday, January 27, 2016. Both meetings will be held in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Pat Dougherty and seconded by Sam Melnick to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 3:15 PM.

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