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 at 2:00 P.M. in the library meeting room. The 2015 budget hearing and adoption will be scheduled at a later date.

Meeting minutes are published following board approval.

2014 Minutes

January 22, 2014 | February 26, 2014 | March 26, 2014 | April 23, 2014 | May 21, 2014 | June 11, 2014 | June 25, 2014 | July 23, 2014 | August 27, 2014 | 2015 Budget Hearing - TBA | September 24, 2014 | October 22, 2014 | November 19, 2014 | December 17, 2014

2013 Minutes

June 25, 2014

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 25, 2014, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

Those members absent:
April Center, Member

Others in attendance:
Don Glossinger, Director
Rachael Doty, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Library Development

II. PUBLIC COMMENTS: Marilyn Hecker, Membership Chairperson of the Friends of this Library, came before the Board to inform them what this organization does for the library. They had a very successful Collector's Corner Breakfast and the proceeds go to the library. There is an ongoing book and magazine sale that also helps with funding. The Friends sponsor programs that we would be unable to offer because the library's funding comes from property taxes. Friends also help with the education of our staff, memorials for the staff, the appreciation breakfast, and many other things. The Friends are trying to make the public more aware of what they do to help the library which then helps the community. Membership to the Friends can be obtained at the Circulation Department.

III. MINUTES:

A. May 21, 2014 regular Board Meeting Minutes: Motion was made by Judy Lange and seconded by Dr. Rottman to approve the Minutes of the regular Board meeting of May 21, 2014, as presented. All yea. No nay. Motion carried.

B. June 11, 2014 Special Board Meeting Minutes: Motion was made by Sam Melnick and seconded by Judy Lange to approve the Minutes of the Special Board Meeting of June 11, 2014. All yea. No nay. Motion carried.

The agenda was moved to Correspondence to accommodate Sam Melnick, Secretary, as he had to leave after his report.

V. CORRESPONDENCE: Sam Melnick reported that Helmut Jahn donated a copy of his book "Helmut Jahn Process Progress." It was placed in our collection. (Helmut Jahn designed this library building). Bruce Morgan, President Northwestern Jaycees donated $100.00 the Endowment Fund. Suburban Estates Homeowners Assn., Inc. donated $25.00 to the Endowment Fund. Ms. Maxine Schwartz is contact person. On behalf of the Board, Mr. Melnick thanked those who donated as it is appreciated.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended May 31, 2014, shows an Operating Fund balance of $204,239.76 and a total funds balance of $2,893,344.61. The Operating Fund receipts for May were $34,108.63 and the disbursements were $297,231.70.

The receipts in the month of June, 2014 are as follows:

6/5/2014 $ 3,249.93 Realgy natural gas supplier reimbursement for two
months being charged over negotiated fixed price of $0.467 per therm.

6/5/2014 $ 292,467.00 Indiana Bond Bank 2014 Mid Year Program.

6/5/2014 $ 15,235.00 2012 pay 2013 CVET tax receipt from LaPorte
County Auditor's Office.

6/5/2014 $ 9,781.00 2012 pay 2013 FIT tax receipt from LaPorte
County Auditor's Office.

6/13/2014 $ 1,901,285.82 2013 pay 2014 Property tax receipt from LaPorte
County Auditor's Office.

6/13/2014 $ 67,426.55 2013 pay 2014 Excise tax receipt from LaPorte
County Auditor's Office.

6/18/2014 $ 2,500.00 Blue Chip Casino shared WIN Tax Revenue
December 2013 through May 2014.
____________
$ 2,291,945.30 Total received in June 2014.

In the last three months, the Library has received $4,220,520 from LaPorte County Auditor's Office.

By June 30, 2014, the Library will need to pay the Indiana Bond Bank $110,850.17 which is made up of $110,721.00 principal and $129.17 Interest. This amount will be wire transferred.

Money owed to the Indiana Bond Bank:
2014 $ $ 902,948.00
2014 mid year $ 292,467.00
_____________
$ 1,195,415.00

We do not know what we will receive in the next 6 months so our cash flow difficulties have not completely gone away yet.

B. Approval of Bills: The revised list of warrants is increased by $3,518.56 from the initial list. This increase is mostly due to supplies and some programs. Motion was made by Dr. Rottman and seconded by Sam Ferguson to approve the revised list of warrants in the amount of $83,987.83. All yea. No nay. Motion carried.

C. Proposed Budget Dates: This is a tentative list that was included in the packet and will be revised as needed. On July 14, 2014, Mr. Glossinger and Mr. Claussen will meet with the Department of Local Government and Finance (DLGF).

D. Other: No report.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Don Glossinger reported that Summer Reading Programs started in the Youth Services Department and it is very busy. Ms. Richardson, Head of Youth Services, reported that "In late May, a grandparent came in to thank us for the "1,000 Books before Kindergarten" program. She said her grandson is in the first grade and recently tested at a third grade, second month reading level. She and the child's parents attributed this to our program. She also said that her grandson has set a goal to read 800 books before second grade!"

Mr. Glossinger reported that the Great Decisions program finished its 16th season. This program runs from February through May and participants meet twice a month. Also, the third year of Poetry Slam Camp just finished. This is a program in collaboration with Purdue North Central during the summer months. Our Writing Out Loud program is in the process of being complete with only one more author to go. We strive for 4 authors to come to the library in the Fall.

This year we had a planting committee made up of several staff members who worked hard towards preparing the grounds for the contest "Michigan City in Bloom". Win or not, the grounds look great.

The library's application for $9,634 in refunds from AT&T through the Universal Service Fund has been approved.

Our Christine Wiegand in the Reference Department received the R.O.S.E. Award for outstanding service in LaPorte County.

This year's Adult Education Graduation for a High School Equivalency held at A.K. Smith Adult Education and Career Center was held May 21. Of the students who graduated, 11 of these students had participated in our Literacy program.

Mr. Glossinger also reported that we had four diseased Ash trees removed due to Emerald Ash Borer infestation. We are anticipating replacing those with Maple trees.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Collector's Corner Breakfast was so successful the Friends have it all scheduled for next year.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: A meeting is scheduled for July 23 at 1:30, right before the regular Board 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, July 23, 2014, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Sam Ferguson to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:33 PM.



June 11, 2014

MINUTES OF THE SPECIAL BOARD MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' special meeting was called to order by Don Montgomery, President, on Wednesday, June 11, 2014, at 2:00 PM. This special meeting was held in accordance with the Indiana Open Door Law.

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

Those members absent:
Dr. Ken Rottman, Member

Others in attendance:
Andrew Smith, Assistant Director
Edward Claussen, Controller
Susan Blumenfeld, Rec. Secretary

II. AUTHORIZING THE WARRANT FOR ANTHEM 10XM (gxea)
Andrew Smith reported the new medical carrier, Anthem 10XM (gxea), becomes effective July 1, 2014, and the first premium is due before that date. Administration just learned about this and held this special meeting so there would be enough time for the transfer from the former medical carrier, United Health, to our new carrier that was approved last month. Motion was made by Sam Melnick and seconded by Sam Ferguson to approve the Anthem BC/BS warrant in the amount of $31,551.77 as the first premium for the employees medical insurance.
All yea. No nay. Motion carried.

III. ADJOURNMENT: Motion was made by Pat Dougherty and seconded by Sam Ferguson to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:02 PM.


May 21, 2014

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 21, 2014, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

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

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Sam Ferguson and seconded by Judy Lange to approve the Minutes of the regular Board meeting of April 23, 2014, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended April 30, 2014, shows an Operating Fund balance of $467,362.83 and a total funds balance of $3,139,576.70. The Operating Fund receipts for April were $2,195,297.21 and the disbursements were $2,224,490.83.

On May 9, 2014, the Library received from the Friends of the Library $6,000. $5,000 went to Endowment Earnings Fund for adult programming and $500 went to Endowment Earnings fund for the volunteer luncheon. $500 went to the Michgan City Public Library Social Committee.

In April 2014, the Library received quarterly disbursements of $1,574.47 from the Horizon Trust IMA Investment account and $2,553.22 from Horizon Trust Endowment Investment Account. Both of these disbursements totaling $4,127.69 from Horizon Trust were distributed to the Library's Endowment Earnings Fund.

The investment account distribution has grown since our last disbursement in January, 2014 when we received $3,081 from both accounts.

Included in the packet is a copy of Indiana Bond Bank resolution that the Library Board of Trustees will need to adopt. This resolution will allow the Library to borrow $292,467 from the Indiana Bond Bank's 2014 Midyear Funding Program. The amount of $900,000 that we borrowed in January plus this midyear funding will carry us for the full year. If LaPorte County doesn't come through with $900,000 to 1.2 million in June or July, we will have to borrow from our Rainy Day Fund and/or LIRF.

Principal money owed to the Indiana Bond Bank for 2014 is $902,948.

B. Approval of Bills: The revised list of warrants is increased by $9,615.91 from the initial list. This increase is mostly due to three payrolls this month and paying INPRS. The increase was also due to extra supplies and professional meetings. Motion was made by Dr. Ken Rottman and seconded by Sam Ferguson to approve the revised list of warrants in the amount of $137,709.72. All yea. No nay. Motion carried.

C. Approval of Indiana Bond Bank's 2014 Mid-Year Funding Program: The President, Secretary and the Attorney of this Board will need to stay after the meeting in order to get their signatures after the following resolution is approved. “A RESOLUTION authorizing the Michigan City Public Library to make temporary loans to meet current running expenses for the use of the Operating Fund of the Issuer, in anticipation of and not in excess of current taxes levied in the year 2013, and collectable in the year 2014; authorizing the issuance of temporary loan tax anticipation warrants to evidence such loans and the sale of such warrants to the Indiana Bond Bank; and appropriating and pledging the taxes
to be received in such funds to the punctual payment of such warrants including the interest thereon.” Motion was made by Sam Melnick and seconded by Dr. Ken Rottman to approve of the above Resolution in order to participate in the Indiana Bond Bank's 2014 Mid-Year Program. All yea. No nay. Motion carried.

D. Other: The Library will be working on the 2015 budget and will be receiving 2015 budget information from the Indiana Department of Local Government Finance by the end of the month.

V. CORRESPONDENCE: Sam Melnick reported that Mr. Harold Wolf donated $25 to the Library's Endowment Fund. Thank you on behalf of the Board.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: The report was submitted in the packet and will be filed with the Minutes. Don Glossinger interjected here to say that the Indiana Bond Bank has been a rock for us these past seven years. We could depend on them and we do appreciate this service. We are concerned that we have to go the full year with what we have received from the Indiana Bond Bank but Don Glossinger said he talked to the County Auditor and was told we should be starting to get on a cycle of receiving our money twice a year now as we had in the past.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Collector's Corner Breakfast was successful with 60 in attendance. The antique expert, Martin Papke, was well organized and informed. Judy Lange said they all had a good time and would have this program again. Judy Lange was thanked on behalf of the Board for her hard work.

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: Judy Lange reported that the Committee met at 2:00 PM today to discuss changing the medical insurance carrier for the employees of the library. Don Glossinger reported on the history of our medical insurance coverage. Principal for medical coverage went out of health insurance business, then United Health Care became our carrier. We are a small group so it is difficult to find affordable health coverage. United, although, a fine company, raised out of pocket expenses. Since the Affordable Health Care Law we are now part of a large group.

We've done thorough studies on which company and plan would be the best for the library's employees. The Anthem 10XM (gxea) is the company and plan that administration recommends. Motion was made by Judy Lange and seconded by Sam Melnick to approve of the Anthem 10XM (gxea) carrier and plan for the library staff. All yea. No nay. Motion carried.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Pat Dougherty said the staff appreciation breakfast was a really nice event and the Board agreed that the staff appreciates something like this is done for them each year. Don Glossinger did a nice job “MCing”.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board Meeting on Wednesday, June 25, 2014, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Pat Dougherty and seconded by Dr. Ken Rottman to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:56 PM.


April 23, 2014

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 23, 2014, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

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

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

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Ken Rottman and seconded by Sam Ferguson to approve the Minutes of the regular Board meeting of March 26, 2014, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended March 31, 2014, shows an Operating Fund balance of $496,556.45 and a total funds balance of $3,165,931.96. The Operating Fund receipts for March were $35,315.71 and the disbursements were $208,201.67.

On April 16, 2014, the Library received and deposited the following payments from the LaPorte County Auditor:

Property Tax 2012 pay 2013 $1,863,885.23
Excise Tax 2012 pay 2013 $ 297,381.40

Total Received and Deposited $2,161,266.63

The property tax received represents 65.6% of the 2013 1782 notice of final budget recommendation totaling $2,839,378.

On April 17, 2014, the Library wire transferred to the Indiana Bond Bank $2,013,638.46 which paid off our total amount due for the 2013 year. This 2013 payment consisted of the principal amount outstanding for $2,002,035.00 and interest, 1.95%, totaling $11,603.46 on the principal borrowed. We owe nothing from 2013 and previous years.

We still do owe Indiana Bond Bank for the principal amount of $902,948 that was borrowed and received January, 2014.

We received our annual distribution from the Unity Foundation on March 31, 2014, in the amount of $5,391.00. This amount was deposited in the library's Endowment Fund.

B. Approval of Bills: The revised list of warrants is increased by $7,741.68 from the initial list; mostly from the book security system and materials. Motion was made by Dr. Ken Rottman and seconded by Sam Ferguson to approve the revised List of Warrants totaling $105,787.68. All yea. No nay. Motion carried.

C. Approval of Indiana Bond Bank Mid-Year Program: The Cash Flow Analysis Report shows that we are solvent through the end of May. We do need to apply for a loan from Indiana Bond Bank for the first week of June. We will have the paper work at that time. We do expect 13 pay 14 taxes by the end of July. Indiana Bond Bank is there for us on a short term basis.

D. Other: No report.

V. CORRESPONDENCE: Judy Lange reported that Lorraine Leach donated $25 to the Endowment Fund. Susan Block donated $50 to the Endowment Honoree Program in memory of Lee Block. Sandy Thayer donated to the Endowment Honoree Program in memory of Virginia Bushong.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Submitted in the packet. Andrew Smith reported that Susan Nichols from the Youth Services Department is retiring on April 25. She has been with the library for 29 years. The Library's Social Committee had a nice buffet luncheon in her honor.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that they will meet tomorrow to finalize the menu for the Collector's Corner Breakfast which is this Saturday, April 26, at 9:30 AM at St. John's U.C.C. Fellowship Hall at 101 St. John's Rd. So far, approximately 60 tickets were sold.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: Andrew Smith reported that a meeting is scheduled for May 21 at 2:00 PM. Notices will be forth coming to the members.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Kurt Earnst said that he brought his little girl to Matt Kalita's magic show in March and she had a great time.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board Meeting on Wednesday, May 28, 2014, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by Sam Ferguson to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:20 PM.



March 26, 2014

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 26, 2014, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

Those members absent:
Patrick Dougherty, Vice President

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

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Ken Rottman and seconded by Sam Ferguson to approve the Minutes of the regular Board meeting of February 26, 2014, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended February 28, 2014, shows an Operating Fund balance of $669,442.41 and a total funds balance of $3,334,255.90. The Operating Fund receipts for February were $34,432.98 and the disbursements were $219,864.03.

The Library just received the 2014 Midyear Funding Program Participation Survey from the Indiana Bond Bank. We plan on participating in the 2014 Midyear Funding Program with IBB. We will be requesting money for early May because, according to our Cash Flow Statement, we will be approximately $7,000 short in May. We will also be getting money in May from the County, 12 pay 13, the full year. We do not know what the amount will be.

Principal money owed to the Indiana Bond Bank: 2013 - $2,002,035; 2014 - $902,948; Total owed to IBB is $2,904,983.

B. Approval of Bills: The revised list of warrants is increased by $5,085.68 from the initial list; mostly from supplies and snow removal. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the revised List of Warrants totaling $101,290.13. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: Sam Melnick reported that Vernon Moore donated $20 to the Endowment Fund. Adrienne Century donated $200 to the Endowment Honoree Program in memory of Rose Century Soglin. Knapp School Retirees Group donated $140 to the Endowment Honoree Program in memory of Lula Freddi Valdez. Ms. Lynn Gresham is the contact person. Hoit Miller donated $200 to the Library's Endowment Fund. On behalf of the Board and staff Sam Melnick thanked all who donated.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Youth Services reported that the big attraction that drew the largest crowd to the library in recent weeks was Matt Kalita's magic show following the St. Patrick's Day Parade.

Mrs. McKinney reported that there were 352 volunteer hours this month. Mrs. McKinney also reported on two successful elementary students that have improved their reading. One improved so much that the student is choosing a wider variety of books. The other student is now working on math only. The efforts put forth by the students and the tutors make this a very worthwhile and successful program.

Another volunteer program that is proving successful and worthwhile is VITA (volunteer income tax assistance). So far this year there were 125 taxes completed for seniors and those with low income.

Don Glossinger reported that we may receive about 75% of the money we spent over budget for snow removal from FEMA.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Collector's Corner Breakfast is Saturday, April 26, at 9:30 AM at St. John's U.C.C. Fellowship Hall at 101 St. John's Rd. The tickets are $25 each and each ticket holder may bring one item for appraisal. Appraisal is intended for entertainment purposes only. No weapons of any sort will be considered. Tickets are for sale at The Beacher, Joy of Flowers, the Antique Mall and the Library's Circulation Desk. They will not be sold at the door. Proceeds will benefit the Friends of the Michigan City Public Library. Breakfast will be by Great Lakes Catering in memory of Jeanie VanderPlough who was their long-time employee and a long-time supporter of the Friends.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS: Board approval is needed to open the Library at a later time for the staff breakfast. Motion was made by Judy Lange and seconded by Sam Melnick to open the Library at 10:00 AM on Tuesday, May 20, 2014, for the annual staff appreciation breakfast. All yea. No nay. Motion carried. The Board members are invited.

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 23, 2014, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Sam Ferguson and seconded by Judy Lange to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:15 PM.



February 26, 2014

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Don Montgomery, President, on Wednesday, February 26, 2014, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

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

Others in attendance:
Don Glossinger, Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Robin Kohn, Public Relations
Lori Richardson, YS Dept. Head
Dan Schaaf, Technical Services
Michelle Burkhart, Ref. Assist.
Bruce Jones, Maint. Supervisor

OATH OF OFFICE: Kurt Earnst, Legal Counsel, presided over the Oath of Office taken by Ms. April Center, who was appointed to this Board by the LaPorte County Commissioners. April Center was welcomed.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Judy Lange and seconded by Sam Ferguson to approve the Minutes of the regular Board Meeting of January 22, 2014, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended January 31, 2014, shows an Operating Fund balance of $854,873.46 and a total funds balance of $3,521,513.29. The Operating Fund receipts for January were $952,195.25 and the disbursements were $230,765.65.

We received final distribution from the Indiana Bond Bank (IBB) 2014 Advance Funding program on January 30, 2014. The amount the library received was $89,877.84: $90,295 principal from IBB Advanced Funding Program and $417.16 interim interest withheld from our 1/30/2014 distribution.

Principal money owed to the Indiana Bond Bank:

2013 $2,002,035
2014 $ 902,948
____________________
Total $2,904,983

Mr. Claussen brought to the Board's attention the Cash Flow Statement which shows we may have to borrow from our Rainy Day Fund, depending on when we receive our 13 pay 14 tax money.

B. Approval of Bills: The revised list of warrants is increased by $2,064.25 and this increase is mostly from the Endowment Earnings Fund. Motion was made by Judy Lange and seconded by Sam Ferguson to approve the revised List of Warrants totaling $115,069.27. All yea. No nay. Motion carried.

C. Indiana Bond Bank 2014 Advanced Funding Program: We will need to participate in this program again and when the package is received, it will be brought before the Board.

D. Other: No report.

V. CORRESPONDENCE: Judy Lange reported that Debbie Hyndman donated $50 to the Endowment Honoree Program honoring Mary Brockway for a Merry Christmas. Association of American University Women (AAUW) donated to the Endowment Honoree Program in memory of Virginia Bushong. Ms. Jean Sommer is the contact person. Mary Brockway donated $20 to the Endowment Honoree Program honoring Laverne Hughes on her birthday.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT:

A. State of the Library Address: Don Glossinger said that it has been very challenging and demanding with the financial situation for a number of years. Don Glossinger also said that Rob Reyher, who was a good friend of his and a former President of this Board, told him that he was the “conductor”. Mr. Glossinger said this is true but the staff is the orchestra and with all 50 of us working together this library is still providing good service and materials. Our bills are paid through 2012 and we paid ourselves back when we had to borrow from our LIRF. We were also able to transfer funds to our Rainy Day Fund. For the years 2009 through 2012 we received 78% of the money due us. We were told not to expect more money from those years. Mr. Glossinger then continued with the State of the Library Address listing the accomplishments for the past year and goals for 2014. This Address will be filed with the Minutes of this meeting.

VIII. COMMITTEE REPORTS:

1. Appointment of new committee members: Don Montgomery handed out the new committee assignments. They are as follows:

Building and Grounds - Patrick Doughery, Chairperson, Judy Lange and Sam Melnick members. Alternate is Sam Ferguson.

Budget and Finance - Sam Ferguson, Chairperson, Patrick Dougherty and Dr. Ken Rottman members. Alternate is April Center.

Policy and Procedures - Dr. Ken Rottman, Chairperson, April Center and Sam Melnick members. Alternate is Judy Lange.

Personnel - Judy Lange, Chairperson, Dr. Ken Rottman and Sam Ferguson members. Alternate is April Center.

Liaison to Friends of the Library is Judy Lange.

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Policy and Procedures Committee Update: No report.

D. Personnel Committee Update: No report.

E. Friends of the Michigan City Public Library: Judy Lange reported that the Collectors Corner Breakfast that will be held on April 26 is progressing well and there will be more to report at the next meeting.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Judy Lange thanked Don Glossinger and staff for the good work last year. April Center commended the library and staff on the cataloging system.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board Meeting on Wednesday, March 26, 2014, at 2:00 PM in the Library's Meeting Room.

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



January 22, 2014

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 22, 2014, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, President
Patrick Dougherty, Vice President
Sam Melnick, Secretary
Judy Lange, Assist. Secretary
Sam Ferguson, Member

Those members absent:
Dr. Ken Rottman, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Edward Claussen, Treasurer
Susan Blumenfeld, Rec.Secretary
Don Varda, Lib. Development
Members of public came later

2. OATH OF OFFICE: Mr. Sam Melnick, as Officer of the Court, presided over the Oath of Office taken by Mr. Sam Ferguson, who was reappointed to this Board by the Michigan City Area School Board. Sam Ferguson was welcomed back.

3. ADJOURNMENT: Motion was made by Patrick Dougherty and seconded by Judy Lange to adjourn this portion of the meeting in order to hold a Board of Finance meeting. All yea. No nay. Motion carried. This portion of the meeting adjourned at 2:07 PM.


1. CALL TO ORDER: The Board of Finance meeting was called to order by Don Montgomery at 2:07 PM.

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

3. REPORT ON 2013 INVESTMENTS: Ed Claussen reported on all the Library's monies and fund accounts. The net balance in our checking account at Horizon Bank is $1,244.774.57. The Library's second depository account at Fifth Third Bank totals $27,798.09. The Library's total Endowment Investments held at Horizon Bank are $1,019,833.63, market value. The Library's total IMA Investments also held at Horizon Bank are $492,803.46, market value. Total on deposit at December 31, 2013 is $2,785,209.75.

4. SET INVESTMENT POLICY: The only change in the policy this year is that the Platt Coffin Fund ended and became the Library's IMA account. Under the advice of Trust Officers from Horizon Trust and Investment Management, the Library invests the IMA account money exactly as the Library Endowment Investment Account is invested ... fixed income mutual funds that invest in U.S. government securities made up of United States Treasury Notes and Government Agencies. The Library receives 67% of the interest earned from the Endowment Investment account and the remaining percentage is reinvested. This money is deposited quarterly into an Endowment Earnings Fund, which is expended according to a budget set every year.

The policy outlines where we hold our money, where our money is invested, and that receipts are deposited the same day they are collected. It also states that financial reports are received every month from the designated depositories that hold our investment accounts and these reports are reconciled monthly to the Library's records.

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

Monthly financial reports on all receipts and expenditures are made to the Board of Trustees. This policy also includes the petty cash fund of $300.

Motion was made by Judy Lange and seconded by Sam Ferguson to continue with the current investment policy. All yea. No nay. Motion carried.

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

6. BOARD OF FINANCE ADJOURNMENT: Motion was made by Judy Lange and seconded by Sam Ferguson to adjourn this Board of Finance meeting. All yea. No nay. Motion carried. Board of Finance meeting adjourned at 2:20 PM.


I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order again by Don Montgomery, President, at 2:20 PM.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Judy Lange and seconded by Sam Ferguson to approve the Minutes of the regular Board Meeting of December 18, 2013, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS: The Statement of Receipts and Disbursements for the month ended December 31, 2013, shows an Operating Fund balance of $133,443.86 and a total funds balance of $2,785,209.75. The Operating Fund receipts for December were $36,969.15 and the disbursements were $533,211.90. This reflects the transfer of $300,000 from our Operating Fund to our Rainy Day Fund that was approved last month.

We received $812,653 from the Indiana Bond Bank's 2014 Advance Funding program on January 2, 2014. The interest rate for this amount should be around 1.6%. On January 31, 2014, the Library will receive the remaining $90,295 less interest. The Bond Bank will also be offering a Mid-year program that we will participate in.

In the packet were included reports for both the MCPL IMA Account and Endowment Investment funds for the year. For the 2013 year the Endowment Fund balance at market value decreased ($4,900) and the IMA fund balance at market value decreased ($31,963). The December 31, 2013 market value total balance for both funds in $1,512.637.

On January 2, 2014, the Library Endowment Earnings Fund received $768 from the IMA Investment Fund and $2,313 from the Endowment Investment Fund. The total amount received into the Endowment Earnings Fund was $3,081.

Principal money owed to the Indiana Bond Bank:

2013 $2,002,035
2014 $ 812,653
___________________________
Total $2,814,688

Ed Claussen reported that the Library received a CAGIT check in the amount of $27,663.18 and it was deposited today.

Mr. Claussen also reported that the Library's 2013 expenditures were 21% less than our budget. The Board commended management for doing a good job.

B. Approval of Bills: The revised list of warrants is increased by $8,337.60 from the initial list. This is mostly from the expenses of snow removal. Motion was made by Judy Lange and seconded by Sam Ferguson to approve the revised List of Warrants totaling $123,197.24 as presented. All yea. No nay. Motion carried.

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

Check #: 38471
Vendor: Arnold, Christine
Amount: $1.20
Fund: Operating-Acct 3950

Motion was made by Sam Melnick and seconded by Judy Lange to accept the cancellation of the outstanding warrant as presended. All yea. No nay. Motion carried.

D. Acceptance of Payroll Schedule: The Auditor of the Indiana State Board of Accounts states that this schedule needs to be presented each year before our Board. Motion was made by Judy Lange and seconded by Sam Ferguson to accept the Michigan City Public Library's Salary Schedule as presented. All yea. No nay. Motion carried.

E. Other: No report.

V. CORRESPONDENCE: No report.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: The snow event cost us $2,449.80 and this includes extra time for our plowing contractor, hauling away the piles of snow, and the two north heating units had to have new circuit boards. Our area was considered emergency status and we may be getting some money to help defray these costs.

Youth Services had 16 programs with a total attendance of 516 in December. The drop-in craft programs are also well attended; we had three in December with over 144 people attending all three programs.

We brought back Mighty Mic in memory of Richard Fammeree who was host of these programs from 2001 through 2004. We had a great turnout of both audience and talent.

The Volunteer Income Tax Assistance (VITA) program in getting up and running.

The tax forms have begun to arrive. Tax season does not begin until January 31 according to the IRS (primarily due to the government shutdown). This information has been posted.

Beginning January 1, 2014, there is no longer a GED test in Indiana. Each state was required to choose a new test that reflects the same common core state standards that regular high school students are expected to demonstrate. Indiana's new test is called the TASC. Everyone is still in the process of learning about the changes and new testing procedures. So far no testing dates are scheduled.

The Pronunciator program is a very successful program that is offered.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Policy and Procedures Committee Update: No report.

D. Personnel Committee Update: No report.

E. Friends of the Michigan City Public Library: Judy Lange reported that the Friends are discussing further details of the Collectors Corner Breakfast that will be held on April 26.

IX. NEW BUSINESS:

A. Michigan City Public Library Board of Trustees By-Laws: Motion was made by Judy Lange and seconded by Pat Dougherty to eliminate Cable Television and Automation on page 6 under Section 1. Standing Committees. This is to be replaced by Policy and Procedures Committee. All yea. No nay. Motion carries.

Motion was made by Pat Dougherty and seconded by Judy Lange to accept the Board of Trustees By-Laws as amended. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: Members of the public, Claudia Hauer and Lorie Brody, thanked the Library for the many fine programs it offers.

XI. BOARD COMMENTS: Thank you to the members of the public and we are pleased they enjoy the Library's programs.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board Meeting on Wednesday, February 26, 2014, at 2:00 PM in the Library's Meeting Room.

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