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January 25, 2017

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, Vice President, on Wednesday, January 25, 2017, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, Vice President
Sam Ferguson, Member
John Pugh, Member
Doug Wickstrom, Member

Those members absent:
Sam Melnick, President
Judy Lange, Secretary
Dr. Ken Rottman, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Asst. Director
David Payne, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. IV


1. CALL TO ORDER: The Board of Finance was called to order by Don Montgomery, Vice President at 2:31 PM.

2. ELECT PRESIDENT AND SECRETARY: It was agreed by the Board members that Sam Ferguson will preside as President and John Pugh will preside as Secretary of the Board of Finance. All yea. No nay. All agreed.

3. REPORT ON 2016 INVESTMENTS: Edward Claussen reported on the Library’s monies and fund accounts. The total monies on deposit at December 31, 2016, is $4,438,659.07. The net balance in our checking account at Horizon Bank is $2,816,231.49. The Library’s second depository account at Fifth Third Bank totals $34,251.39. The Library’s Endowment Investments Fund Trust total is $1,088,138.17, market value. The Library’s IMA Investments total $500,038.02, market value. Both of these investment accounts are held at Horizon.

In 1994, the Library established an endowment fund with the Unity Foundation. The Unity Foundation holds the money and directs the investment of the fund. The Library receives disbursements from this fund at the discretion of the Unity Foundation.

4. SET INVESTMENT POLICY: There is no change from the Library’s Investment Policy from last year. Briefly, the policy is that the Board of Finance meets annually after the first Monday of the year and on or before the last day of January in order to review the written report of the investments made by the Library during the previous year and to review the investment policy. Receipts are deposited in our designated depository that same day they are collected. As received, county tax draws are deposited immediately. The Endowment Investment Account and the IMA account are invested in fixed income certificate of deposit and fixed income mutual funds that invest in U.S. government securities made up of United States Treasury notes and Government Agencies on the advice of Trust Officers from the Horizon Trust and Investment Management. The Library receives 67% of the interest earned from the Endowment Investment account and 100% of the interest earned from the IMA account. This money is deposited quarterly into an Endowment Earnings Fund, which is expended according to a budget set every year. The Library receives a complete report every month from the designated depository that holds both the Endowment and IMA Investment Accounts. These reports are reconciled monthly to the Library’s records. The Treasurer of the Library makes monthly financial reports on all receipts and expenditures to the Board of Trustees.

The Library holds a petty cash fund for emergency purchases and employee reimbursement. This fund is reconciled by the petty cash custodian and reimbursed each month.

Motion was made by Don Montgomery and seconded by John Pugh to continue with the current investment policy. All yea. No nay. Motion carried.

5. DESIGNATE DEPOSITORIES: Administration recommends that we retain our current depositories. Motion was made by Don Montgomery and seconded by John Pugh to retain our existing deposit accounts: Horizon and Fifth/Third. All yea. No nay. Motion carried.

6. BOARD OF FINANCE ADJOURNMENT: Motion was made by Don Montgomery and seconded by John Pugh to adjourn this Board of Finance meeting. All yea. No nay. Motion carried. Board of Finance meeting adjourned at 2:40 PM.


I. RESUME MCPL REGULAR BOARD MEETING: The Michigan City Public Library Board of Trustees’ meeting was called to order again by Don Montgomery, Vice President, at 2:40 PM.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Sam Ferguson and seconded by John Pugh to approve the Minutes of the regular Board of December 21, 2016, 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, 2016, shows an Operating Fund balance of $291,364.07 and a total funds balance of $4,438,659.07. The Operating Fund receipts for December were $1,217,940.88 and the disbursements were $1,412,786.60.

The Library received five checks totaling $1,211,032.39 from the LaPorte County Auditors office on December 21, 2016. The first check, $1,106,637.52, was for final property tax money fall settlement 2015 Pay 2016. The second check, $63,987.94, was for fall settlement 2015 pay 2016 Excise Tax. The third check, $5,244.59, was for December 2016 FIT. The fourth check, $7,137.00, was for December 2016 CVET. The fifth check, $28,025.34 was for December 2016 CAGIT.

Included in the packet were reports for both the MCPL IMA Account and Endowment Investment funds for the 2016 year. The Endowment fund balance is $1,088,138.17 at market value and the IMA fund balance is $500,038.02 at market value. The December 31, 2016, market value total balance for both funds is $1,588,176.19. A $43,202.84, 2.8% increase, over the December 2015 balance.

On January 3, 2017, the Library Endowment Earnings Fund received $1,840.99 from the IMA Investment Fund and $2,966.18 from the Endowment Investment Fund. These amounts represent fourth quarter 2016 distributions. The total amount received into the Endowment Earnings Fund was $4,807.17.

On December 30, 2016, the Library received $33,757.01 from LaPorte County Auditor’s office. This check represents the final distribution of the HEA1001-2008 Homestead Credit Fund balance from 2014. This amount was deposited into our Levy Excess Fund.

The Library paid back 2016 LIRF and Rainy Day Fund borrowings in the month of December 2016; $200,000 to LIRF and $900,000 to Rainy Day Fund from Operating Fund.

2017 Money owed to the Library LIRF and Library Rainy Day Fund:

LIRF $200,000
Rainy Day Fund $900,000
Total $1,100,000

 

B. Approval of Bills: The revised list of warrants is increased by $66,275.59. Motion was made by Sam Ferguson and seconded by Doug Wickstrom to approve the revised list of warrants of January 25, 2017, in the amount of $191,721.43. All yea. No nay. Motion carried.

C. Cancellation of Outstanding Warrants: This will be covered at the February Board meeting.

D. Rainy Day Fund Contribution: The 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 $222,858 from the Operating Fund to the Rainy Day Fund based on the year 2015 actual and budget expenditures. This fund shall be subject to the same appropriation process as other funds that receive tax money. DULY ADOPTED by the Board of Trustees of the Michigan City Public Library at its regular meeting held on the 25th day of January, 2017, at which meeting a quorum was present. Motion was made by Sam Ferguson and seconded by John Pugh to approve the Resolution to transfer funds to the Rainy Day Fund. All yea. No nay. Motion carried.

E. Other: No report.

V. CORRESPONDENCE: Sam Ferguson reported that Jacob Judge and family donated $20 to the Endowment Honoree Program in memory of Alexander “Zander” Barr. Judy and Kent Lange donated $25 to the Endowment Honoree program in memory of Lance Domke. Thanks for the donations.

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 & Grounds Committee Update: The window project is complete except for the final inspection by the architect. A meeting will be scheduled in February.

B. Budget and Finance Committee Update: No report.

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

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: No meeting.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Doug Wickstrom said the ebooks are a “cool thing” for the Library to have.

XII. QUORUM DETERMINATION: Doug Wickstrom is unable to attend the next Board meeting on February 22, 2017, at 2:30 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Doug Wickstrom and seconded by John Pugh to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:55 PM.

February 22, 2017

MINUTES OF THE MEETING

1. CALL TO ORDER: This meeting to perform the Oath of Office for the reappointment of a Board member was called to order at 2:25 PM.

2. OATH OF OFFICE FOR BOARD MEMBER REAPPOINTMENT: Mr. Kurt Earnst, our Legal Counsel, presided over the Oath of Office taken by Judy Lange who was reappointed to this Board by the La Porte County Council. Mrs. Lange was welcomed for her return.

3. ADJOURNMENT: Motion was made by John Pugh and seconded by Judy Lange to adjourn this portion of the Meeting. All yea. No nay. Motion carried. The Oath of Office adjourned at 2:30 PM.


I. CALL TO ORDER: The Michigan City Public Library Board of Trustees= meeting was called to order by Don Montgomery, Vice President, on Wednesday, February 22, 2017, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, Vice President
Judy Lange, Secretary
John Pugh, Member
Dr. Ken Rottman, Member

Those members absent:
Sam Melnick, President
Sam Ferguson, Member
Doug Wickstrom, 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 Dr. Ken Rottman and seconded by John Pugh to approve the Minutes of the regular Board meeting of January 25, 2017, 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, 2017, shows an Operating Fund balance of $869,910.16 and a total funds balance of $4,137,155.37. The Operating Fund receipts for January were $1,106,122.57 and the disbursements were $527,576.48.

B. Approval of Bills: The revised list of warrants is increased by $5,203.11. Motion was made by Dr. Ken Rottman and seconded by John Pugh to approve the revised list of warrants of February 22, 2017, in the amount of $96,162.93. All yea. No nay. Motion carried.

C. Cancellation of Outstanding Warrants: Pursuant to IC 5-11-10.5, the following checks have been outstanding for more than two years and, therefore, shall be voided and amounts returned to the fund upon which they were originally drawn.

Check Number Vendor Amount Fund
41124 Patricia Tillinghast $6.00 E01-10-3950 Lost Book Refunds
41978 Samantha Warnke $7.00 E01-10-3950 Lost Book Refunds

 

Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve of the cancellation of outstanding warrants in the total amount of $13.00 as presented. All yea. No nay. Motion carried.

D. Other:
Per January 2017, Board resolution, the Library transferred $222,858 from the Operating Fund to Rainy Day Fund. This transfer is from 2015.

Per December, 2016, Board resolution, the Library made a short term anticipated warrant interfund loan of $1,100,000 from the Rainy Day Fund and Library Improvement Reserve Fund (LIRF) to Operating Fund.

2017 Money owed to the LIRF and Library Rainy Day Fund:

LIRF $200,000
Rainy Day Fund $900,000
Total $1,100,000

 

Today the annual 2016 financial statements were transferred onto Gateway.

V. CORRESPONDENCE: Judy Lange reported that James and Eloise Brown donated to the Endowment Fund that is being held at the Unity Foundation of La Porte County. Mr. & Mrs. Robert Platt donated $100 to the Endowment Fund in memory of “dear friend Carter”. H. Fred Miller donated $100 to the Endowment Fund in memory of Carter Manny. Thank you very much.

VI. OLD BUSINESS: No report.

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

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Don Montgomery reported that the window project is complete. The committee met February 8, 2017, at 2 PM. The following projects need to be taken care of: Replace the solar film on the clerestory windows; tear up and replace the parking lot, curbs and concrete sidewalk at the East (staff) entrance. Also, Administration reports numerous leaks in the roof, not associated with the window seals. Don Glossinger will contact Babilla, the roofing company who has previously repaired the roof, to inspect and repair as needed.

Administration proposed hiring Dan Pohrte/Product Architecture & Design to develop a Master Plan this year for updating the library layout, including additions and improvements to furniture, shelving, space utilization, and especially quiet and enclosed small-group meeting rooms. The plan will be developed this year for budgeting with intent to execute the design in 2018. (Mr. Pohrte is the project manager for the window seal replacement project.)

Motion was made by Don Montgomery and seconded by Dr. Ken Rottman to accept the proposal from Product Architecture & Design to develop a Master Plan for the library this year with installation in 2018. All yea. No nay. Motion carried.

B. Budget and Finance Committee Update: No meeting.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Collectors Corner Breakfast is planned for April 22 and the tickets are $25. Portofino’s will cater the breakfast. The Friends will meet, again, in April to finalize plans for the breakfast.

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: No meeting.

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 Board meeting on Wednesday, March 22, 2017, at 2:30 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by John Pugh to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:37 PM.

March 22, 2017

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, Vice President, on Wednesday, March 22, 2017, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, Vice President
Judy Lange, Secretary
Sam Ferguson, Member
Barbara Holdcraft, Member
John Pugh, Member
Dr. Ken Rottman, Member
Doug Wickstrom, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assistant Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Recording Secretary
Robin Kohn, Public Relations
Dept. Heads or Assistants: Shaun Childers and Brandon Jones, Maintenance; Jessica Hoffmaster, Learning Center; Kynan Wallace, IT Specialist; Lori Richardson, Youth Services; Aurelia Ploutis, Reference; and Katy Gouge, Circulation

Before the meeting started, Don Montgomery asked we remember our good friend and colleague, Sam Melnick who passed away on February 25, 2017. He will be missed.

II. PUBLIC COMMENTS: No public comments.

A. OATH OF OFFICE FOR NEW APPOINTMENT: Mr. Kurt Earnst, our Legal Counsel, presided over the Oath of Office taken by Barbara Holdcraft who was appointed to this Board by the LaPorte County Commissioners. Mrs. Holdcraft was welcomed.

III. MINUTES: Motion was made by Dr. Ken Rottman and seconded by John Pugh to approve the Minutes of the regular Board meeting of February 22, 2017, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended February 28, 2017, shows an Operating Fund balance of $706,209.53 and a total funds balance of $3,974,571.83. The Operating Fund receipts for February were $45,487.34 and the disbursements were $209,187.97.

The Library received and deposited January, 2017 CAGIT check for $30,862.16 on February 28, 2017. February, 2017 CAGIT for $30,862.16 was received and deposited on March 2, 2017 and March, 2017 CAGIT check for $30,862.16 was received and deposited on March 17, 2017. Total CAGIT deposited in March, 2017 equals $61,724.32.

On February 3, 2017, the Library received $9,022.32 from the Universal Service Fund.

2017 Money owed to the Library LIRF and Library Rainy Day Fund:

LIRF $200,000
Rainy Day Fund $900,000
Total $1,100,000

 

B. Approval of Bills: The revised list of warrants is increased by $15,169.32. Motion was made by Dr. Ken Rottman and seconded by John Pugh to approve the revised list of warrants of March 22, 2017, in the amount of $119,171.84. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: Judy Lange reported that Judy Ringo donated to the Endowment Fund $100 in memory of Carter Manny. Jeanette Grisham and the West Plains, MO Grisham Family donated $250 to the Endowment Fund in memory of Carter Manny. Ms. Janet Heley Ekbert donated to the Endowment Fund $50 in memory of Carter Manny. Ms. Elizabeth K. Manny, daughter of Carter Manny, donated to the Endowment Fund $50 in memory of her father. Mr. Herb Smith III donated $20 to the Endowment Fund for receiving tax services.

Ms. Patricia Mitchell donated $25 to the Endowment Fund for the Irish Program. Yvonne and Edward Lean donated $20 to the Endowment Fund for the Irish Program. Daniel & Marlene Nieding donated $25 to the Endowment Fund for receiving tax services. Henry J. Smith donated $20 to the Endowment Fund for receiving tax services. Marianne Morrison donated $20 to the Endowment Fund for the Irish Program. Mrs. Burton B. Ruby donated $100 to the Endowment Fund in memory of Carter H. Manny, Jr. Thank you for all the donations.

VI. OLD BUSINESS: No report.

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

A. State of the Library Address: The “Mission Statement for the Michigan City Public Library” is to provide a center for information, education, culture, and recreation for all patrons throughout their life span, through its collections, programs and special services. This reflects what we have done and what we will continue to do. We have many adult and children programs. Our Learning Center has been active for 33 years with lots of circulating materials that the students can use. We also have English as a second language. We are very active with the schools with the STEM and other programs. The Reference Department does many extra services to help the people of our community with resume services, outreach for those that are homebound and many other services that are not the traditional library services. Mr. Glossinger continued with the statistics, our accomplishments in 2016, the financial state of the library and the goals for this library. This report will also be filed with these Minutes.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Don Montgomery reported that the committee met prior to this meeting to discuss the repairs needed this year to the library building and grounds. The library parking lot and staff entrance sidewalk need replacement. We also have some leaks in the roof that need repair. Both of these we plan to do this year. On the agenda now are the bids for window film installation. This was discussed at the committee and Don Montgomery made a motion to accept the 3M window film installation from Sun Control Center in the amount of $68,025. Seconded by Dr. Ken Rottman. All yea. No nay. Motion carried.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Friends met this month and discussed the final plans for the Collectors Corner Breakfast that is on April 22. Tickets are $25. Portofino’s will cater the breakfast. The location is the Full Gospel Church just south of Earl Road.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS:

A. Board approval is needed to delay opening the library on May 18 for the staff appreciation breakfast. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to open the Library at 10:00 AM on May 18, 2017. All yea. No nay. Motion carried. Board members are welcome.

B. Election of new officers: Mr. Kurt Earnst advised that the election could be held now instead of going through the process of a committee again and the voting held next month. Sam Ferguson made a motion for Don Montgomery as President, Doug Wickstrom as Vice President, and Judy Lange as Secretary. Seconded by John Pugh. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board meeting on Wednesday, April 26, 2017, at 2:30 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by Judy Lange to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 3:15 PM.

April 26, 2017

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 26, 2017, 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
Doug Wickstrom, Vice President
Judy Lange, Secretary
Sam Ferguson, Member
Barbara Holdcraft, Member
John Pugh, 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
Dave Fink, Lib. IV

II. PUBLIC COMMENTS: No public 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 March 22, 2017, 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, 2017, shows an Operating Fund balance of $476,033.98 and a total funds balance of $3,746,702.80. The Operating Fund receipts for March were $69,053.04 and the disbursements were $299,228.59.

On April 3, 2017, the Library Endowment Earnings Fund received $1,829.43 from the IMA Investment Fund and $4,232.28 from the Endowment Investment Fund. These amounts represent first quarter 2017 distributions. The total amount received into the Endowment Earnings Fund was $6,061.71.

2017 Money owed to the Library LIRF and Library Rainy Day Fund:

LIRF $200,000
Rainy Day Fund $900,000
Total $1,100,000

B. Approval of Bills: The revised list of warrants is increased by $3,997.31. Motion was made by Dr. Ken Rottman and seconded by John Pugh to approve the revised list of warrants of April 26, 2017, in the amount of $96,674.01. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: Judy Lange reported that Harold Wolf donated to the Endowment Fund $100 for receiving tax services. James and Grace Bowen donated to the Endowment Fund $75.00 also for receiving tax services.

VI. OLD BUSINESS: No report.

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

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Doug Wickstrom reported that the solar film for the windows is progressing. They are removing the old film and replacing it with new solar film. The leaks in the roof have been fixed.

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 was good but not as well attended as it was last year.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS:

A. Non-resident Fee: Mr. Claussen reported that the Library received a letter from the State informing us that our non-resident fee is too low. The Resolution for Non-resident fee follows:

WHEREAS, IC 36-12-2-25 (c) requires that an individual nonresident 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 nonresident fee is hereby set at ($85.00) for an individual nonresident card; and

BE IT FURTHER RESOLVED, that this fee will remain in effect until such time that the library board passes a new nonresident fee resolution.

Motion was made by Dr. Ken Rottman and seconded by Doug Wickstrom to approve the new nonresident fee of $85.00. 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 26th day of April, 2017, at which meeting a quorum was present.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Dr. Ken Rottman inquired if the Library could install solar panels. Doug Wickstrom will look into this.

Don Montgomery inquired if the packets could be received by email. Andrew Smith and Kynan Wallace will look into this.

XII. QUORUM DETERMINATION: The next Board meeting is Wednesday, May 24, 2017, at 2:30 PM in the Library’s Meeting Room. Those unable to attend will inform the Library office.

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

May 24, 2017

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 24, 2017, at 2:33 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, President
Doug Wickstrom, Vice President
Barbara Holdcraft, Member
John Pugh, Member

Those members absent:
Judy Lange, Secretary
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
Robin Kohn, Public Relations

II. PUBLIC COMMENTS: No public comments.

III. MINUTES: Motion was made by Doug Wickstrom and seconded by John Pugh to approve the Minutes of the regular Board meeting of April 26, 2017, 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, 2017, shows an Operating Fund balance of $297,768.64 and a total funds balance of $3,569,405.53. The Operating Fund receipts for April were $36,334.34 and the disbursements were $214,599.68.

2017 Money owed to the Library LIRF and the Library Rainy Day Fund:

LIRF $200,000
Rainy Day Fund $900,000
Total $1,100,000

 

We will reimburse these Funds at the end of this year.

B. Approval of Bills: The revised list of warrants is increased by $3,753.12. A bill from Sun Control Center for removing the old solar film and applying new solar film to the clerestory windows in the amount of $60,000 is included in this month’s List of Warrants. They finished the work on May 23, 2017 and the remaining amount owed is $8,025. Motion was made by John Pugh and seconded by Barb Holdcraft to approve the revised list of warrants of May 24, 2017, in the amount of $155,683.55. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: No report.

VI. OLD BUSINESS: No report.

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

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Doug Wickstrom reported that the Committee met in the Director’s office at 2:15 PM today to open the bids for the repair of the parking lot, employee entrance walkway and curbing. The Library received bids from Rieth-Riley Construction Co., Inc. and Walsh & Kelly, Inc. Mr. Kurt Earnst explained that although the work being done is a repair and not a new purchase, the amount of the repair was expected to be over $50,000, so it was decided to keep the bids to comply with state statues. The Committee discussed the proposals and Mr. Wickstrom made a motion to give the repair project to Walsh & Kelly, Inc. in the amount of $59,500. This motion was seconded by John Pugh. All yea. No nay. Motion carried.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Barb Holdcraft gave the report per Judy Lange’s request. The Collectors Corner Breakfast earned the Friends $300. No report on the Fannie May Candy coupon day yet. The next meeting is July 5.

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 reported that the next Board meeting will meet on the third Wednesday instead of the fourth. The meeting may need to be in Mr. Glossinger’s office.

XII. QUORUM DETERMINATION: The next Board meeting is Wednesday, June 21, 2017, at 2:30 PM in the Library Director’s office. Those unable to attend will inform the Library Administrative office.

XIII. ADJOURNMENT: Motion was made by Doug Wickstrom and seconded by John Pugh to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:42 PM.

June 21, 2017

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 21, 2017, 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
Doug Wickstrom, Vice President
Judy Lange, Secretary
Barb Holdcraft, Member

Those members absent:
Sam Ferguson, Member
John Pugh, Member

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

II. PUBLIC COMMENTS: No public comments.

III. MINUTES: Motion was made by Judy Lange and seconded by Doug Wickstrom to approve the Minutes of the regular Board meeting of May 24, 2017, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended May 31, 2017, shows an Operating Fund balance of $60,111.61 and a total funds balance of $3,337,461.84. The Operating Fund receipts for May were $36,233.44 and the disbursements were $273,890.47.

On June 16, 2017, the Library received four checks totaling $1,538,769.03 from the LaPorte County Auditor’s Office. The checks were as follows: General Property Tax for $1,467,870.21, License Excise Tax for $58,734.23, CVET for $6,920.00 and Financial Institution Tax for $5,244.59. These checks were all Spring Settlement 16 Pay 17.

The Library received another check from local income tax (LIT), formerly CAGIT, in the amount of $30,862.00. The Library received $1,569,631.00 in the last 6 days. The date for the library to meet with the DLGF has been set. Once the library receives the assessed value growth quotient, the 2018 budget will be created and reviewed by the Finance Committee and then presented to the Board of Trustees.

2017 Money owed to the LIRF and Library Rainy Day Fund:

LIRF $200,000
Rainy Day Fund $900,000
Total $1,100,000

B.  Approval of Bills: The revised list of warrants is increased by $11,951.59. Motion was made by Judy Lange and seconded by Doug Wickstrom to approve the revised list of warrants of June 21, 2017, in the amount of $115,994.45. All yea. No nay. Motion carried.

C.  Other: Mr. Claussen reported that once the Library receives the growth portion for the 2018 budget, we will have a Finance Committee meeting to review the 2018 budget.

V.  CORRESPONDENCE: Judy Lange reported that Robert and Joan Nejdl donated $200 in memory of their friend, Mary Therese (Brennan) Ginther. Mary and her daughters and grandchildren often talked about using the library facilities and about the wonderful afternoons they spent here. John and Mary Cooney donated $25.00. KAPPA KAPPA KAPPA INC. Michigan City Associate Chapter donated $40.00. Elizabeth Armstrong is the contact person. Gasser Chair Co. donated $75.00 to the Library in memory of James A. McLalin, Sr. Suburban Estates Homeowners Assn., Inc. donated $50.00 to the Library. Ms. Maxine Schwartz is the contact person. Duneland Stamp Club donated $100.00 to the Library. Mr. William Walsko is the contact person. All these donations were placed in the Library’s endowment fund. Judy Lange thanked all donors for their gifts.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: The Youth Services Department has been very busy preparing for and letting the schools know about the Library’s Summer Reading Program while conducting 45 programs with a total attendance of 7,436.

The 2017-18 Universal Service Fund request was approved. For this funding cycle, the library will receive $2,343.60. Thanks to Andrew Smith for participating which earned $175,000 in 21 years. This is the last time the library is eligible to receive discounts on our telephone charges as the USF has phased out this portion of the program.

Jessica Hoffmaster, Literacy Supervisor, shared several successful stories. A 4th grade student has been named “Most Improved Reader” by her teacher, and her mom says that it is due in large part to our program. Another story is a 5th grader, who has had to attend summer school remediation every year, has worked with his tutor all year and for the first time, does not have to go to summer school.

The summer movies have started again. Monster Trucks was shown on June 14. Moana will be shown on July 14 and The Lego Batman Movie will be shown on August 18. These summer movies are a collaboration with the Michigan City Parks and Recreation Department and are shown at the new location, North Pointe Pavilion.

The Library and Purdue Northwest collaborated on Slam Camp, an annual program held in the meeting room. This is the 6th year of this program.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: The Committee rescheduled their meeting to July 12 at 2:00. Doug Wickstrom reported that the parking lot project will start in early of August.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Fannie May program earned the Friends $233.70 with 16 people participating. Kappa, Kappa, Kappa, Inc. Delta MU Chapter donated $600 to the Friends. The next Friends meeting is July 5 at 2:00 PM.

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 reported that Dr. Ken Rottman submitted his resignation to this Board as he is moving to Illinois.

XII. QUORUM DETERMINATION: The next Board meeting is Wednesday, July 26, 2017, at 2:30 PM in the Meeting Room. Those unable to attend will inform the Library Administration office.

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

July 26, 2017

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 26, 2017, 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
Doug Wickstrom, Vice President
Judy Lange, Secretary
Sam Ferguson, Member
Barb Holdcraft, Member
Mike Wilkerson, Member

Those members absent:
John Pugh, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Asst. Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Robin Kohn, PR/Programming
Kynan Wallace, IT Specialist
Pam Stephany, Michelle Burkhart, Reference
Patricia Kemiel, YS
Sarah Redden, Circ
Shaun Childers, Brandon Jones, Maint.
Tamara Ansell, Admin.
Dan Pohrte, Architect

OATH OF OFFICE FOR NEW BOARD MEMBER: Mr. Kurt Earnst, Legal Counsel, presided over the Oath of Office taken by Mr. Mike Wilkerson, who was appointed to this Board by the Michigan City Area School Board. Mr. Wilkerson was welcomed.

II. PUBLIC COMMENTS: No public comments. Edward Claussen introduced Tamara Ansell, the new bookkeeper in Administration. Ms. Ansell was welcomed.

III. MINUTES: Motion was made by Judy Lange and seconded by Doug Wickstrom to approve the Minutes of the regular Board meeting of June 21, 2017, 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, 2017, shows an Operating Fund balance of $1,402,918.58 and a total funds balance of $4,675,514.84. The Operating Fund receipts for June were $1,574,804.29 and the disbursements were $231,997.32.

2017 Money owed to the LIRF and Library Rainy Day Fund:

LIRF $200,000
Rainy Day Fund $900,000
Total $1,100,000

 

B. Approval of Bills: The revised list of warrants is increased by $4,270.73. Motion was made by Sam Ferguson and seconded by Barb Holdcraft to approve the revised list of warrants of July 26, 2017, in the amount of $99,309.55. All yea. No nay. Motion carried.

C. Proposed Budget Dates: The proposed 2018 budget dates were included in the packet. Tentatively the Public Hearing for the budget is September 27 and tentatively the Board adopts the 2018 budget at the October 25, 2017, Board meeting. There is a 4% growth over last year’s budget.

D. Other: No report.

V. CORRESPONDENCE: Judy Lange reported that Susan K. Cassler donated $25.00 in honor of Beverly Johnson. This was placed in the Endowment Fund.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: This report was submitted with the packet and will be filed with these minutes.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Doug Wickstrom reported that the parking lot and employee entrance replacement will begin on August 7 or 14th. Administration has secured parking for staff and public in the neighboring parking lots.

1. Architect’s presentation: Dan Pohrte presented a Masterplan and budget for a three-year remodeling of the library interior. Mr. Pohrte showed a slide program of the current look and what improvements would be made. The Masterplan was developed over four months with input and direction from all departments.

2. Architect’s proposal: The process will be to select several parts of the project to do in each of the coming three years, starting in 2018. Admin will work with the architects in selecting the projects for 2019 and 2020 and bring those recommendations to the Committee.

Admin recommends that Phase 1 include the following: Youth Services, Audio Visual, magazine and newspaper collections, and adjustment and moving of the adult stacks. This part of the Phase 1 is necessary to make space to begin Phase 2, which will include the construction of new study rooms and reconfiguration of Reference Services. Product Architecture + Design will be the project managers for each year’s projects.

Doug Wickstrom made a motion to proceed with a Three Year Masterplan to remodel the library’s interior. Seconded by Sam Ferguson. All yea. No nay. Motion carried.

Motion was made by Doug Wickstrom to accept the proposal from Product Architecture + Design, in the amount of $44,000, to serve as the project managers for Phase 1 of the Masterplan, to begin in 2018. Seconded by Sam Ferguson. All yea. No nay. Motion carried.

Motion was made by Doug Wickstrom that Phase 1 budget not to exceed $600,000, subject to approval of bids to be received at a later date. Seconded by Judy Lange. All yea. No nay. Motion carried.

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: No comments.

XII. QUORUM DETERMINATION: The next Board meeting is Wednesday, August 23, 2017, at 2:30 PM in the Meeting Room. Those unable to attend will inform the Library Administration office.

XIII. ADJOURNMENT: Motion was made by Judy Lange and seconded by Doug Wickstrom to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 3:15 PM.

August 23, 2017

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 23, 2017, 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, Secretary
John Pugh, Member
Mike Wilkerson, Member

Those members absent:
Doug Wickstrom, Vice President
Sam Ferguson, Member
Barbara Holdcraft, 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

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by John Pugh and seconded by Judy Lange to approve the Minutes of the regular Board meeting of July 26, 2017, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial reports: The Statement of Receipts and Disbursements for the month ended July 31, 2017, shows an Operating Fund balance of $1,228,517.22 and a total funds balance of $4,506,280.91. The Operating Fund receipts for July were $38,932.49 and the disbursements were $213,333.85.

On July 3, 2017, the Library Endowment Earnings Fund received $2,016.09 from the IMA Investment Fund and $2,819.60 from the Endowment Investment Fund. These amounts represent second quarter 2017 distributions. Year to date IMA and Endowment Investment funds distributed $15,704.57 into Endowment Earnings Fund.

On July 11, 2017, the Library received $2,500.00 from the Blue Chip Wagering Tax Distribution.

On July 26, 2017, the Library Endowment Earnings Fund received $5,479.00 from the Library’s funds at the Unity Foundation of LaPorte County.

The Library Finance Committee met at 2:15 PM on Wednesday, August 23, 2017, with the Library Administration to discuss the 2018 Budget for Operating and LIRF Funds. The 2018 Budget is included in this packet for review before the 2:30 PM August 23, 2017, Board meeting.

The public hearing of the Library’s 2018 Budget will take place before the September 27, 2017, Board meeting and will be announced to the public on the DLGF Gateway web site. The 2018 budget form No. 3, Notice to Taxpayers, will be submitted to the Gateway web site on August 24, 2017.

The Library Board will adopt the 2018 Library Budget at the October 25, 2017, meeting. After adoption, the final 2018 Library Budget will be submitted into the DLGF Gateway web site.

2017 Money owed to the Library LIRF and Library Rainy Day Fund:

LIRF $200,000
Rainy Day Fund $900,000
Total $1,100,000

 

B. Approval of Bills: The revised list of warrants is increased by $63,344.44. We are including Walsh & Kelly’s check in the amount of $59,500.00 for doing the parking lot, staff entrance and curbs as the work is almost complete. The Project Manager, Don Glossinger, will sign off when the job is complete. Motion was made by Judy Lange and seconded by Mike Wilkerson to approve the revised list of warrants of August 23, 2017, in the amount of $148,196.57. All yea. No nay. Motion carried.

C. Review Proposed 2018 Budget: The Library’s 2018 appropriated expenditures do not exceed the State’s 4.0% growth quotient over the 2017 budget, making the Library a non-binding unit.

2018 budgeted hourly and salary rates are 4.0% greater than 2017 budget.

Indiana Public Retirement System Board of Trustees kept the Library’s contribution rate at 11.2%. This rate is the same as the 2017 budget rate.

The first year of the three-year Master Plan Project lead by Product Architecture & Design is included in the 2018 Expenditure Budget. $400,000 is included in the Library’s General Operating Fund under the Misc. Bldg. & Structure expenditure account and $200,000 is included in the Library’s Library Improvement Reserve Fund expenditure. Total first year Master Plan budget is $600,000.

D. Other: The Board needs to approve and sign the Horizon Trust & Investment Management Resolution For Organizational and Entity Accounts. Edward Claussen read the full resolution. Don Glossinger said library management always comes to the Board for expenditures. Motion was made by John Pugh and seconded by Judy Lange to approve this Investment Management document as presented. All yea. No nay. Motion carried. This document will be filed with the Minutes of this Meeting.

V. CORRESPONDENCE: Judy Lange reported that Arthur and Carol Kemp donated to the endowment honoree program $25 for Beverly Johnson’s birthday.

VI. OLD BUSINESS: No report

VII. DIRECTOR’S REPORT: The parking lot project is nearly complete. We are very happy with Walsh & Kelly’s work. We will need to get the irrigation system redone but that may wait until next year.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: John Pugh reported that the Committee met before this meeting, reviewed the budget and it was good.

C. Friends of the Michigan City Public Library: Next meeting is September 6 at 2:00 PM.

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: No comments.

XII. QUORUM DETERMINATION: The next Board meeting is Wednesday, September 27, 2017, at 2:30 PM in the Meeting Room. Those unable to attend will inform the Library Administration office.

XIII. ADJOURNMENT: Motion was made by Judy Lange and seconded by John Pugh to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 3:04 PM.

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