Michigan City Public Library
Sand dune
100 E. 4th Street, Michigan City, IN 46360, phone 219 - 873 - 3044 fax 219 - 873 - 3067

               
      Library Board Meeting Minutes
   


 

Meetings are held on the fourth Wednesday of each month, except for November and December, which will be on the third Wednesday due to the holidays. The meetings are held in the library meeting room at 2:30 pm. The 2016 budget hearing and adoption will be scheduled at a later date.

Meeting minutes are published following board approval.

2016 Minutes

January 27, 2016 - 2:30 PM
February 24, 2016 - 2:30 PM
March 23, 2016 - 2:30 PM
April 27, 2016 - 2:30 PM
May 25, 2016 - 2:30 PM
June 22, 2016 - 2:30 PM
July 27, 2016 - 2:30 PM
August 24, 2016 - 2:30 PM
September 28, 2016 - 2:30 PM
October 26, 2016 - 2:30 PM
November 16, 2016 - 2:30 PM
December 21, 2016 - 2:30 PM

2015 Minutes


March 23, 2016

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Melnick, President, on Wednesday, March 23, 2016, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Melnick, President
Judy Lange , Secretary
Sam Ferguson, Assistant Secretary
Don Montgomery, 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
Shaun Childers, Maintenance Supervisor
Brandon Jones, Maintenance Assistant Supervisor
Lori Richardson, Youth Services Department Head
Pam Stepheny, Reference Department Head
Michelle, Burkhart, Reference Assistant Supervisor
Jessica Hoffmaster, Learning Center Assistant

II. PUBLIC COMMENTS: No comments.

1. Oath of Office: Mr. Kurt Earnst, our Legal Counsel, presided over the Oath of Office taken by Mr. John Pugh, who was appointed to the Board by the LaPorte County Commissioners. Mr. Pugh was welcomed.

III. MINUTES: Motion was made by Don Montgomery and seconded by Dr. Ken Rottman to approve the Minutes of the regular Board Meeting of February 24, 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 February 29, 2016, shows an Operating Fund balance of $762,812.58
and a total funds balance of $3,755,007.33. The Operating Fund receipts for February were $7,247.05; and the disbursements were $217,773.68.

The Library received and deposited February, 2016, CAGIT Check for $28,025.34 on March 3, 2016. March, 2016, CAGIT Check for $28,025.34 was also received and deposited in March giving us a March, 2016, CAGIT total of $56,050.68.

2016 Money owed to the Library LIRF and Library Rainy Day Fund:

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

Motion was made by Sam Ferguson and seconded by Judy Lange to accept the financial reports as presented. All yea. No nay. Motion Carried.

B. Approval of Bills: The revised list of warrants is increased by $10,744.84. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the revised list of warrants of March 23, 2016, in the amount of $131,632.13.

C. Other: No report.

V. CORRESPONDENCE: Judy Lange reported that Therese Oniskin (a tutor) donated $50 to the Literacy Fund through Fidelity Charitable. Mrs. Gene (Romona) Hay donated $1,000 to the Library through the Unity Foundation of LaPorte County. This was placed in the Library's Endowment Fund. Mr. Daniel Mellen donated $12.00 to the Library's Endowment Fund. Ms. Thelma Westman donated $50 to the Library's Writing Out Loud Program. Congress Park Homeowners Assoc. donated $50 to the Endowment Fund Honoree Program in memory of Marilyn Wallace. Dawn Fitzhugh is contact person. Dan, Robin and Brett Kohn donated $20 to the Endowment Fund Honoree Program to honor Diana Kohn for a happy 90th birthday.

Mrs. Lange thanked all who donated on behalf of the Board.

VI. OLD BUSINESS: No report.

At this time, Sam Melnick called for a nomination for a new Vice President. Motion was made by Judy Lange and seconded by Sam Ferguson to nominate Don Montgomery as Vice President. There were no other nominations. All yea. No nay. Motion carried to elect Don Montgomery as Vice President.

VII. DIRECTOR'S REPORT: Submitted in the packet.

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 2016. He added to his Address the new library picture that is now on cards and will soon be on letterhead. Mr. Helmet Jahn, architect of the original building, liked the photo and will be using it to represent his work. Mr. Glossinger pointed out that our Mission Statement is still current even though it was written many years ago. The Library is the cultural center for the area. We have many programs that are well attended and our meeting rooms are used often by the public.

The Technical Services Department is a very busy operation with ordering and processing all the materials and then being shelved. Reference accommodates the public in many ways as well as our Youth Services Department with their many programs. Public Services offers many adult and young adult programs and needed services for the public. We are always looking for new and inventive ways to serve and help our community. Financially, we are sound and it is now starting to be a normal process.

This Address will be filed with the Minutes of this meeting.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Don Montgomery reported that the Committee met with Dan Pohrte of Product Architecture and Design right before this meeting and decided on a proposed project schedule to remove and replace the existing seals of the clerestory windows. The proposed schedule is to start the bid process and advertise from March 24-April 8. Bids will be due on May 13. The project is projected to start in July.

A motion was made by Don Montgomery to authorize the Project Manager, Mr. Dan Pohrte of Product Architecture and Design, to proceed with the bidding process with a base bid to replace all the clerestory seals this year and an alternate bid for half of the seals this year, the other half next year (2017). 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: The Collector's Breakfast will be held on April 23 at the Full Gospel Church on Ohio Street. It will be catered by Portofino's Restaurant and the tickets are $25.00.

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: All present today will be able to attend the next Board meeting on Wednesday, April 27, 2016, at 2:30 PM in the Library's Meeting Room.

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

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February 24, 2016

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Sam Melnick, President, on Wednesday, February 24, 2016, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Melnick, President
Judy Lange, Secretary
Don Montgomery, Member
Doug Wickstrom, Member

Those members absent:
Sam Ferguson, Assistant Secretary
Dr. Kenneth 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 Don Montgomery and seconded by Judy Lange to approve the Minutes of the regular Board Meeting of January 27, 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 January 31, 2016, shows an Operating Fund balance of $973,339.21 and a total funds balance of $3,965,238.62. The Operating Fund receipts for January were $1,134,110.58; and the disbursements were $514,775.48.

On January 22, 2016, the Library received $28,025.34 from the LaPorte County Auditors Office for the January, 2016, CAGIT tax.

Per January, 2016, Board resolution, the Library transferred $300,000 from Operating Fund to Rainy Day Fund. This transfer is from 2014.

Per December, 2015, Board Resolution, the Library made a short term anticipated warrant inter-fund loan of $1,100,000 from the Rainy Day Fund and Library Improvement Reserve Fund (LIRF) to Operating Fund.

Motion was made by Don Montgomery and seconded by Judy Lange to accept the financial reports as presented. All yea. No nay. Motion carried.

B. Approval of Bills: The revised list of warrants is increased by $4,206.61. Motion was made by Don Montgomery and seconded by Judy Lange to approve the revised list of warrants of February 24, 2016, in the amount of $100,385.09. All yea. No nay. Motion carried.

C. Other: There are two items to be addressed; the first one is a Resolution authorizing electronic funds transfer which includes payroll and PERF. The Board approved our outsourcing payroll to ADP several years ago and PERF was included about two years ago. This is just an official document for the State Board of Accounts and is to be included in the Annual Report that is due on Monday, February 29, 2016. The Resolution is as follows: “WHEREAS, the Board of the Michigan City Public Library has determined that it is beneficial to its financial operations to transact the financial affairs of the Library, including the payment of wages or compensation owed to the Library employees, through electronic funds transfers including direct deposit.

NOW THEREFORE BE IT RESOLVED, that pursuant to the provisions of I.C.5-13-5-5, the Library will institute electronic fund transfers for the transaction of business with a financial institution or a retirement fund administered by the public employees’ retirement fund, and

BE IT FURTHER RESOLVED, that pursuant to the provisions of IC 36-12-3-16.5, the Library will institute electronic fund transfers for the payment of claims, including the payment of wages to Library employees via direct deposit through the services provided by the Library’s and each employee’s financial institution, and

BE IT FURTHER RESOLVED, that the Treasurer is hereby authorized to take any and all actions necessary to implement electronic fund transfers, including direct deposit, for the Library, and that the Library Director and Treasurer are hereby instructed and are required to comply with all other requirements for the payment of claims by the Library and must maintain adequate documentation of the transactions conducted under I.C. 5-13-5-5 so that said transactions may be audited as provided by law.”

Motion was made by Judy Lange and seconded by Don Montgomery to accept the Resolution Authorizing Electronic Funds Transfer (including payroll and PERF)
/as presented. All yea. No nay. Motion carried.

The second item that needs attention is the Resolution For Organizational and Entity Accounts at Horizon Bank and Fifth/Third: Michigan City Library IMA and Michigan City Library Endowment Fund IMA. Motion was made by Judy Lange and seconded Don Montgomery to designate Don Glossinger, Director, and Edward Claussen, Treasurer, as the individuals authorized to conduct business on behalf of the Michigan City Public Library. All yea. No nay. Motion carried.

V. CORRESPONDENCE: Judy Lange reported that Ms. Jan Gentry, Director of Shared Blessings, donated a large collection of office supplies. These will be used by Literacy, Slam Camp and Youth Services programs. On behalf of the Board, Mrs. Lange thanked her very much.

Also, Mrs. Lange thanked Mrs. Mary Schaaf for donating $20 to the Endowment Fund in memory of Mrs. Gen De Young.

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: Don Montgomery reported that the Committee met prior to this meeting to discuss the contract with Product Architecture & Design. Motion was made by Don Montgomery and seconded by Doug Wickstrom to accept the proposal from Product Architecture & Design to administer the replacement of existing seals of the Library’s clerestory windows. 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 location of the Collector’s Corner Breakfast has been changed to the Full Gospel Church on Ohio Street near Earl Road. The tickets have been redone by library staff. Friends will meet again Wednesday, March 2, in the Library’s Meeting Room.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS: Sam Melnick reported that April Center resigned from the Board for personal reasons. We are searching for a replacement.

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 23, 2016, at 2:30 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Don Montgomery and seconded by Judy Lange to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:46 PM.

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January 27, 2016

MINUTES OF THE MEETING

1. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Sam Melnick, President, on Wednesday, January 27, 2016, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

Those members absent:
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

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

3. ADJOURNMENT: Motion was made by Sam Ferguson 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 2:33 PM.


1. CALL TO ORDER: The Board of Finance meeting was called to order by Sam Melnick, President at 2:34 PM.

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

3. REPORT ON 2015 INVESTMENTS: Ed Claussen reported on all the Library’s monies and fund accounts. The total monies on deposit at December 31, 2015, is $4,153,509.25. The net balance in our checking account at Horizon Bank is $2,575,980.53. The Library’s second depository account at Fifth Third Bank totals $32,555.37. The Library’s IMA Investments total $501,234.13, market value; and the Endowment Investments Fund Trust total is $1,043,739.22, market value. Both of these accounts are held at Horizon.

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 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 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. 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.

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 increases from this fund at the discretion of the Unity Foundation.

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 Sam Ferguson and seconded by Judy Lange 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 Sam Ferguson and seconded by Don Montgomery 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 Sam Ferguson and seconded by Judy Lange to adjourn this Board of Finance meeting. All yea. No nay. Motion carried. Board of Finance meeting adjourned at 2:42 PM.


I. RESUME MCPL REGULAR BOARD MEETING: The Michigan City Public Library Board of Trustees’ meeting was called to order again by Sam Melnick, President, at 2:43 PM.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Don Montgomery and seconded by Judy Lange to approve the Minutes of the regular Board Meeting of December 16, 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 December 31, 2015, shows an Operating Fund balance of $354,004.11 and a total funds balance of $4,153,509.25. The Operating Fund receipts for December were $1,315,070.86 and the disbursements were $1,315,138.91.

Mr. Claussen reported that the Library received five checks totaling $1,297,500.31 from the LaPorte County Auditors office on December 21, 2015. The first check, $1,208,110.39, was for final property tax money fall settlement 2014 pay 2015. The second check, $46,468,81, was for fall settlement 2014 pay 2015 Excise Tax, the third check, $5,065.95, was for December FIT, fourth check, $8,012.00, was for December 2015 CVET and the fifth check, $29,843.16, was for December, 2015 CAGIT.

On December 15, 2015, the Library received $9,634.97 from the Universal Service Administrative Company for the 2015 Quarterly E-Rate Payment Authorization.

The December 31, 2015, the market value total balance for both the Endowment Fund and the IMA Fund is $1,544,973.35. A $3,930.52, (0.25%) decrease compared to the December 2014 balance.

On January 4, 2016, the Library Endowment Earnings Fund received 2015 distributions totaling $4,541.59 from the Endowment Investment Fund and the IMA Investment Fund.

Included in the packet is an Indiana Public Library Non Resident Fee list of all 237 Public Library’s for 2014. The highest amount is $235.00 and our Library is $75.00.

The Library paid back 2015 LIRF and Rainy Day Fund that we borrowed in the month of December, 2015. The total paid was $1,110,000.

Motion was made by April Center and seconded by Judy Lange to accept the Financial Report as presented. All yea. No nay. Motion carried.

B. Approval of Bills: The revised list of warrants is increased by $6,349.83. Motion was made by Don Montgomery and seconded by Judy Lange to approve the revised list of warrants of January 27, 2016, in the amount of $115,436.96. All yea. No nay. Motion carried.

C. Cancellation of Outstanding Warrants: There are no cancellations of outstanding warrants.

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 $300,000 from the Operating Fund to the Rainy Day Fund based on the year 2014 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 April Center and seconded by Sam Ferguson to approve the Resolution to Transfer Funds to the Rainy Day Fund. All yea. No nay. Motion carried.

E. Other: A copy of the Board of Trustees By-Laws was given to each Board member and our legal counsel. As per state standards, they are to be reviewed and updated. A Policy and Procedures Committee will be scheduled to discuss and update these by-laws.

V. CORRESPONDENCE: Ms. Estalle Katz donated $25 to the Library’s Endowment Honoree Program honoring Don Glossinger on his birthday. She was thanked for her generous donation.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: Kynan Wallace, IT Specialist, has replaced all of our old computers with new Windows 10 machines.

We all thank the Friends of the Library very much for donating to our holiday party. It was very good.

We have received some new furniture for several lounge areas and Young Adult area. There is more coming for the Youth Services area. It was time to get them replaced and with our funds now being caught up we were able to do this.

We have a good Maintenance crew that are making the library building look like new with their cleaning and painting.

The 1,000 Books Before Kindergarten program continues to be quite a success. Lori Richardson was mentioned on the “1,000 Books Foundation” website as one of the seventeen contributors to the program.

Don Varda designed a film-making class and he and Dave Fink presented it on January 7. Don Varda is heading up a “Young Film-makers Competition which this library will be hosting on March 12.

This was just a brief outline of the report summarizing the services and programs we are offering to our community and patrons. Sam Ferguson made a motion to approve the Director’s Report and it was seconded by Judy Lange. All yea. No nay. Motion carried.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Don Montgomery reported that the committee met right before this meeting and discussed replacement of the existing seals of the clerestory windows. There are other options to be considered and the Committee will meet in February.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: The Friends met in early January and further discussed the Collector’s Corner Breakfast to be held April 23, 2016, at St. John’s Church. Tickets are $25 each. There was a luncheon with the Director, Don Glossinger, and other members of the staff to discuss the Friends budget and the Library’s request for funds. These were approved.

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: All present today will be able to attend the next Board meeting on Wednesday, February 24, 2016, at 2:30 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Don Montgomery and seconded by Sam Ferguson to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 3:05 PM.

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