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January 24, 2018

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 24, 2018, 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
John Pugh, Member
Mike Wilkerson, Member

Those members absent:
Patrick Dougherty, Member
Barbara Holdcraft, Member

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

2. OATH OF OFFICE: Mr. Kurt Earnst, our Legal Counsel, presided over the Oath of Office taken by Mr. John Pugh, who was reappointed to this Board by the LaPorte County Commissioners. Mr. Pugh was welcomed for his return.

3. ADJOURNMENT: Motion was made by Doug Wickstrom and seconded by Mike Wilkerson to adjourn this portion of the meeting in order to hold a Board of Finance meeting. All yea. No nay. Motion carried.


1. CALL TO ORDER: The Board of Finance meeting was called to order by Don Montgomery, President at 2:33 PM.

2. ELECT PRESIDENT AND SECRETARY: It was agreed by the Board members that Doug Wickstrom will preside as President and Judy Lange will preside as Secretary of the Board of Finance. All yea. No nay. All agreed.

3. REPORT ON 2017 INVESTMENTS: Edward Claussen reported on the Library’s monies and fund accounts. The total monies on deposit at December 31, 2017, is $4,923,043.06. The Library’s General Checking Account at Horizon Bank has a balance of $3,118,862.78 as of December 31, 2017. The Credit Card Account balance is $28,513.31. Fifth Third Bank, our 2nd depository account, has a balance of $35,129.45. Horizon Trust, where our Endowment Investments are held, has a total on deposit of $1,258,874.87. The Michigan City Public Library Investment Management Account, also held at Horizon Trust, has a total on deposit at December 31, 2017, of $497,649.30. The December 31,2017, market value total balance for both funds is $1,765,524. A $168,348 increase over the December 2016 balance.

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 certificates 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.

As soon as all county agencies set up direct deposits for their tax draws, they will all receive direct deposits. Until then, checks will continue to be issued.

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. The 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, President, at 2:40 PM.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Judy Lange and seconded by Doug Wickstrom to approve the Minutes of the regular Board meeting of December 20, 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 December 31, 2017, shows an Operating Fund balance of $380,640.51 and a total funds balance of $4,923,043.06.

The Operating Fund receipts for December were $1,269,444.48 and disbursements were $1,328,248.98.

Included in the packet is a resolution to move $175,869 to the Library Rainy Day Fund for the year 2016.

The Library paid back 2017 LIRF and Rainy Day Fund borrowings in the month of December 2017: $200,000 to LIRF and $900,000 to Rainy Day fund from Operating Fund.

2018 Money owed to the Library Rainy Day Fund:

Rainy Day Fund $1,100,000

B. Approval of Bills: The revised list of warrants is increased by $14,660.78. Motion was made by John Pugh and seconded by Mike Wilkerson to approve the revised list of warrants of January 24, 2018, in the amount of $113,629.66. All yea. No nay. Motion carried.

C. Cancellation of Outstanding Warrants:

Pursuant to IC 5-11-10.5, there are checks that have been outstanding for more than two years and therefore shall be voided and the amount returned to the fund upon which they were originally drawn.

There are a total of 5 checks: 4 for Lost Book Refund and 1 check for Bremen Public Library for Prof. Meetings and Education. Motion was made by Judy Lange and seconded by Doug Wickstrom to approve of the cancellation of outstanding warrants in the total amount of $51.00 as presented. All yea. No nay. Motion carried.

D. Rainy Day Fund Contribution: The Resolution 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 $174,529.87 from the Operating Fund to the Rainy Day Fund based on the year 2016 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 24th day of January, 2018, at which meeting a quorum was present.

Motion was made by Judy Lange and seconded by Mike Wilkerson to approve of the resolution to transfer $174,529.87 from the Operating Fund to the Rainy Day Fund based on the year 2016 actual and budget expenditures. All yea. No nay. Motion carried.

E. Other: No report.

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. Don Glossinger said that today, January 24, marks his 17th anniversary as Director and it is a pleasure. We’ve done good things to improve this library and he looks forward to many more years as Director.

VIII. COMMITTEE REPORTS: The Board members received a new list of Committee assignments.

A. Building and Grounds Committee Update: Chairperson Doug Wickstrom. No report.

B. Budget and Finance Committee Update: Chairperson Mike Wilkerson. No report.

C. Friends of the Library: Liaison Judy Lange. The Collectors Corner Breakfast is planned for April 21 at the Full Gospel Church (same location as last year) and the tickets are $25.00.

D. Policy and Procedures Committee Update: Chairperson John Pugh. No report.

E. Personnel Committee Update: Chairperson Judy Lange. No report.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Doug Wickstrom said that the publicity for the Library’s renovations is positive. He saw it on Channel 22.

XII. QUORUM DETERMINATION: The next Board meeting is Wednesday, February 28, 2018, at 2:30 PM in the Meeting Room. Those members unable to attend will inform the Library Administration 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 2:50 PM.

February 28, 2018

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, February 28, 2018, 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
Patrick Dougherty, Member
Barbara Holdcraft, Member
John Pugh, Member
Mike Wilkerson, Member

Those members absent:
Doug Wickstrom, Vice President

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

2. OATH OF OFFICE: Mr. Kurt Earnst, our Legal Counsel, presided over the Oath of Office taken by Mr. Patrick Dougherty, who was appointed to this Board by the Michigan City School Board. Mr. Dougherty was welcomed.

3. ADJOURNMENT: Motion was made by Judy Lange and seconded by John Pugh to adjourn this portion of the meeting. All yea. No nay. Motion carried.

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, at 2:32 PM.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the regular Board meeting of January 24, 2018, 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, 2018, shows an Operating Fund balance of $1,152,480.38 and a total funds balance of $4,719,300.84. The operating fund receipts for January were $1,180,052.09 and the disbursements were $408,212.22.

Per January, 2018 Board resolution, the Library transferred $174,529.87 from Operating Fund to Rainy Day Fund. This transfer is from 2016.

Per December, 2017 Board resolution, the Library made a short term anticipated warrant inter fund loan of $1,100,000 from the Rainy Day Fund to Operating Fund in the month of January, 2018.

Because our Line “14. Net Amount to Raise” found on the Library’s 1782 Form was reduced by Levy Excess, the Library was able to transfer $41,242.21 from our Levy Excess Fund to our Operating Fund in the month of January, 2018. Levy Excess Fund now equals $0.00.

2018 Money owed to the Library LIRF Fund and Library Rainy Day Fund:

Rainy Day Fund: $1,100,000

B. Approval of Bills: The revised list of warrants is increased by $125,469.27. This increase is mostly from Library Furniture International for the purchase and installation of shelving for the start of our remodeling. Motion was made by Judy Lange and seconded by John Pugh to approve the revised list of warrants of February 28, 2018, in the amount of $268,467.48. All yea. No nay. Motion carried.

The Library’s financial information for 2017 was loaded up into the Gateway System.

C. Other: No report.

V. CORRESPONDENCE: Judy Lange reported that Mr. & Mrs. Bourland donated $150 to the Endowment Honoree program. Mr. & Mrs. James Brown donated through the Unity Foundation $100 that will go into our Endowment Fund. J&L Dimensional Services, Inc., Attn. Lisa Corey donated $25 through the Unity Foundation that will go into our Endowment Fund. Mrs. Lange thanked them all for their generosity.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: The Library’s remodeling project has begun and is going quite smoothly with the staff working hard taking DVD’s, Magazines and Audio Books off the old shelves and putting them back on the new shelves. It is looking good with all the new shelving installed. The PR that was done for our remodeling was very effective.

We had the first story time at the Lubeznik Center for the Arts and it was a hit. These programs will occur monthly at the Center through the spring.

Jessica Hoffmaster reports on two success stories. One of our middle school math students who was in danger of failing has progressed so much this grading period that she has consistently been earning 90% and above on her tests. Her mother and teacher have attributed it directly to the time she spends with her tutor here.

Another middle school reading student has made it his mission to work hard enough with his tutor to earn a spot in an honors reading class next year. His grades have improved enough that if he continues to improve, he should qualify for the program for the next school year.

VITA (Volunteer Tax Assistance) has begun. So far 7 volunteers are on board. A record number of calls have begun. Purdue Northwest has stopped their program so we are getting their overflow of requests. We also received another grant from United Way’s VITA program for a new computer.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: John Pugh reported that the bids for construction management will be opened on Monday, March 5, at 3:00 PM. On Wednesday, March 7, there will be a Special Board Meeting at 2:30 PM to approve a bid.

B. Budget and Finance Committee Update: No report.

C. Friends of the Library: Judy Lange reported that the next meeting is Wednesday, March 7, at 2:00 PM. Tickets will be available for the Collectors Corner Breakfast then and cost is $25. Portofino’s will again serve the breakfast.

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: Barb Holdcraft asked if we have a record of what items are eliminated and who decides what is eliminated. Andrew Smith said there are certain staff members who have their areas to keep maintained, including weeding, repair, replacement and binding of materials, based on the condition and relevancy of the items. Technical Services does the repair of books but some cannot be restored.

XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, March 28, 2018, at 2:30 PM in the Meeting Room. Those members unable to attend will inform the Library Administration office. There is a Special Board Meeting at 2:30 PM on Wednesday, March 7.

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

March 7, 2018

MINUTES OF THE SPECIAL BOARD MEETING

The Michigan City Public Library Board of Trustees’ special meeting was called to order by Don Montgomery, President, on Wednesday, March 7, 2018, at 2:30 PM. This special 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
Patrick Dougherty, Member
Barbara Holdcraft, Member
John Pugh Member
Mike Wilkerson, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assistant Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Recording Secretary
Lori Richardson, Youth Services Dept. Head
Anthony Oss, PE of Larson Danielson

Don Glossinger introduced Anthony J. Oss, Director of Preconstruction Services from Larson Danielson, Construction Company, Inc. who is the Construction Management Company overseeing the Library’s remodeling project.

Mr. Oss reported that for the last couple of months they were busy preparing a budget, doing evaluations and reviewing production drawings that were developed for this remodeling project. Then they sent this out for public bids. The bids were received Monday, March 5, 2018, in the afternoon and were publicly read in the Meeting Room. Mr. Oss thought there was a fair turnout considering this is a busy time of year. In reviewing the bids received, the best bid received was from general contractor, Brown & Brown, from Wakarusa. Mr. Oss said that they have solicited from Brown & Brown additional information to complete their bidding process which involved submitting a materials subcontractor list, which they reviewed and are comfortable with to proceed. At this time, based on the letter that Larson Danielson prepared for the library and pursuant to requirements set forth in Indiana law that pertains to construction managers as constructors, as Larson Danielson is, they are submitting to the Michigan City Public Library Board a Guaranteed Maximum Price (GMP) offer which includes all the construction services that were on the specifications for the construction phase services, project contingency, building permit, Larson Danielson’s management fees and the cost that will be required for Larson Danielson on site supervision, management and documentation for the Phase I – Youth Services Department Renovations. This is all outlined in the letter that was submitted to the Library.

Project Construction $365,280.00
Pre-Construction Services $7,500.00
General Conditions & Supervision $10,000.00
Construction Manager Fees $28,708.50
Building Permits $3,000.00
Project Contingency $20,000.00
Total $434,488.50

 
This does not include furniture, equipment and architectural fees.

Mr. Oss stated that Larson Danielson is requesting, at this time, authorization to proceed and with this authorization, they will prepare an addendum to the contract that would specify this Guaranteed Maximum Price (GMP) and would include a copy of the letter that was submitted to the Library and all the appropriate references to the construction document. This will be submitted to the Library Director and Board for approval and then they would proceed. Brown & Brown will work for Larson Danielson.

Mr. Oss asked if there were any questions or concerns. He also said that they will provide supervision, coordination and documentation of the work’s progress to the Director and the Board. Mr. Glossinger asked, if this is approved, when they would be able to get started. Mr. Oss said the actual work behind the scenes would start tomorrow, including the execution of the contract with Brown & Brown. Larson Danielson will meet with Brown & Brown and their vendors to build a schedule that everyone can meet. The schedule now is to shut down the Youth Services Department either the first or second week of April and limit the amount of time to shut down that portion of the library. It will be approximately 80-90 days to get everything done. Larson Danielson will schedule a preconstruction meeting soon with Brown & Brown and necessary library staff.

The hardest work will be electrical. Mr. Glossinger said most of the Youth Services materials will be moved to a temporary location so we can keep the material available for the public.

Mr. Montgomery asked Mr. Kurt Earnst what his thoughts were on this. He said from a legal standpoint it looks good.

Mr. Montgomery asked if there were any more questions or discussion. There were none so he called for a vote for Larson Danielson to proceed with construction. Judy Lange made the motion to proceed with construction with Larson Danielson as the construction manager and Brown & Brown as the contractor. Seconded by Doug Wickstrom. All yea. No nay. Motion carried.

Motion was made by Judy Lange and seconded by Doug Wickstrom to adjourn this Special Board Meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:44 PM.

March 28, 2018

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 28, 2018, 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
Patrick Dougherty, Member
Barbara Holdcraft, Member
John Pugh, Member
Mike Wilkerson, 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
Lori Richardson, YS Dept. Head
Pat Kemiel, YS Assist. Dept. Head
Michelle Burkhart, Ref. Assist. Head
Tamara Ansell, Accounting Clerk I
Jessica Hoffmaster, Literacy Head
Shaun Childers, Maint. Head
Brandon Jones, Maint. Assist.
John Kintzele, Security

II. PUBLIC COMMENTS: No comments.

III. MINUTES:

A. Regular Board Meeting of February, 28, 2018: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the regular Board Meeting of February 28, 2018, as presented. All yea. No nay. Motion carried.

B. Special Board Meeting of March 7, 2018: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the Special Board Meeting of March 7, 2018. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended February 28, 2018, shows an Operating Fund balance of $798,533.78 and a total funds balance of $4,361,309.71. The operating fund receipts for February were $37,536.97 and the disbursements were $391,483.57.

2018 Money owed to the Library Rainy Day Fund: $1,100,000

B. Approval of Bills: The revised list of warrants is increased by $6,901.54. Motion was made by Patrick Dougherty and seconded by Judy Lange to approve the revised list of warrants of March 28, 2018, in the amount of $101,475.65. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: Judy Lange reported that Bill and Shelley Van Atta donated $100 to the Library in memory of Marjorie Delehanty. This was placed in the Endowment Fund. United Way of Greater LaPorte County donated to our VITA program for the purchase of a new computer. The amount is $478.79 and the contact person is Dave Sisk.

VI. OLD BUSINESS: No report.

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

A. State of the Library Address: Mr. Glossinger quoted the Library’s Mission Statement: “The mission of 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.”

Mr. Glossinger said the library is in the beginning phase of remodeling. We’ve had to move and rearrange books and materials. There is a spirit of cooperation among our staff and a willingness to help each other and the public. This represents what the staff does all the time.

The Literacy program has been active for 35 years and is very successful. Our Reference Department helps those that are looking for work. They help with online applications and with resumes. Our VITA program is helping 300 people; that is 50% more than last year. We are in the first phase of our remodeling and Mr. Glossinger thanked Andrew Smith for his organizing the moving of all the materials. He also thanked the staff from Maintenance, Technical Services and Youth Services for doing such a fine job. Mr. Glossinger said if he did not mention everyone by name, just know it is very gratifying that all our staff is so cooperative.

Mr. Glossinger continued with the statistics, our accomplishments in 2017, the financial state of the library and the goals for the library. This report will be filed with these Minutes.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Approval is needed to purchase Youth Services’ furniture for the remodeling project. Motion was made by Doug Wickstrom and seconded by Judy Lange to approve the purchase of Youth Services’ furniture for the remodeling project. 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 tickets for the Collectors Corner Breakfast are now available for sale. Mrs. Lange has tickets to sell and so does the Library’s Circulation Department. The cost of the tickets is $25 each.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS:

A. Board approval is needed to open the Library at 10:00 AM on May 22 instead of 9:00 AM. Motion was made by Barb Holdcraft and seconded by John Pugh to open the Library at 10:00 AM instead of 9:00 AM on May 22, 2018, to have the annual staff appreciation breakfast. All yea. No nay. Motion carried. Board members are welcome.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments

XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, April 25, 2018, at 2:30 PM in the Meeting Room. Those members unable to attend will inform the Library Administration office.

XII. 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 3:00 PM.

Meeting minutes will be published following board approval.

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