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 April, November, and December, which will be on the third Wednesday. The meetings are held at 2:00 P.M. in the Library Meeting Room.

Meeting minutes are published following board approval.

2013 Minutes

January 23, 2013 | February 27, 2013 | March 27, 2013 | April 17, 2013 | April 24, 2013 | May 22, 2013 | June 26, 2013 | July 24, 2013 | August 28, 2013 | 2014 Budget Hearing - September 25, 2013 | September 25, 2013 | October 23, 2013 | November 20, 2013 | December 18, 2013

2012 Minutes

December 18, 2013

MINUTES OF THE MEETING

The first item on the agenda is the Oath of Office and this will be handled at the January 22, 2014, Board meeting when the paperwork will be available.

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, December 18, 2013, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

Those members absent:
Patrick Dougherty, Vice President

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

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Rottman and seconded by Judy Lange to approve the Minutes of the regular Board Meeting of November 20, 2013, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended November 30, 2013, shows an Operating Fund balance of $629,686.61 and a total funds balance of $2,997,650.10. The Operating Fund receipts for November were $755,765.28 and the disbursements were $480,116.91.

A copy of the Indiana Bond Bank resolution for the 2014 Advance Funding Program with the Michigan City Public Library is contained in this financial package. The resolution will authorize the Library to make temporary loans with the IBB for the 2014 tax anticipated warrants. This resolution will provide the library with $902,948 in the month of January 2014.

The Library received a CAGIT check on December 12, 2013, for $28,970.98.

Included in this packet is a copy of the resolution authorizing the Library to roll over into the 2014 year the principal amount of $2,002,035 owed to the IBB for 2013 advanced funding program plus the 2013 interest of $26,708.77 which is due on or before December 31, 2013.

The Library Board of Trustees will also address the resolution to transfer operating funds of $300,000 into the Rainy Day Fund.

Principal money owed to the Indiana Bond Bank:

2012 $2,002,035
Total owed to IBB $2,002,035

B. Approval of Bills: The revised list of warrants is increased by $8,114.73 from the initial list. This is mostly from the first item INPRS as we have 3 payments this month. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the revised List of Warrants totaling $107,086.42 as presented. All yea. No nay. Motion carried.

C. Encumbrances: The purpose is to cover year end purchase orders for products and services that have been ordered but not yet delivered. The total Operating Encumbrances are $31,273.22 which is mostly for library materials. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the list of Operating Encumbrances as presented. Sam Melnick inquired what the Lease program from Baker & Taylor is. Andrew Smith explained that we lease new best sellers then return them when no longer popular; no purchasing is necessary. A vote was called. All yea. No nay. Motion carried.

D. Line Transfers: There were no line transfers this year.

E. Indiana Bond Bank Rollover Program - 2013: “A RESOLUTION authorizing the Michigan City Public Library to make emergency temporary loans to refund those made 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 2012, and collectable in the year 2013 (which were originally anticipated for collection in 2013 but due to reassessment and related delays are now anticipated for collection in 2014); authorizing the issuance of taxable temporary loan 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.” The amount of rollover is $2,002,035.00. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve of the Resolution to participate in the Indiana Bond Bank Rollover Program. All yea. No nay. Motion carried.

Interest from the 2013 advanced funding program is $18,026.45 and interest from the 2013 midyear program is $8,682.32. Total interest of $26,708.77 from this rollover loan of $2,002,035.00 is due December 31, 2013. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the payment of interest of $26,708.77 on this rollover loan by December 31, 2013. All yea. No nay. Motion carried.

F. Indiana Bond Bank 2014 Advance Funding Program: “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 Dr. Ken Rottman and seconded by Judy Lange to approve the Indiana Bond Bank 2014 Advance Funding Program for the amount of $902,948.00. All yea. No nay. Motion carried.

G. Non-resident Fee: The resolution for a nonresident fee is as follows: “WHEREAS, IC36-12-2-25(c) requires that an individual nonresident fee be established for a local library card; and

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

NOW THEREFORE BE IT RESOLVED, that the nonresident fee is hereby set at $75.00 for an individual nonresident card; and

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

Motion was made by Dr. Ken Rottman and seconded by Judy Lange. A discussion ensued explaining the nonresident fee and that it is a yearly fee. A vote was called. All yea. No nay. Motion carried.

H. 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 2010 actual and budget expenditures. This fund shall be subject to the same appropriation process as other funds that receive tax money.”

Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve of the transfer of $300,000 from the Operating Fund to the Rainy Day Fund. All yea. No nay. Motion carried.

I. Other: No report.

V. CORRESPONDENCE: Ed Frank reported that Tom and Sara Olesker donated $26.00 to the Endowment Fund. Also the Michiana Clowns donated $150 to the Endowment Fund Honoree Program, honoring the Library's Youth Services Dept. Don Glossinger said the Michiana Clowns also donate their time here when they do programs.

VI. OLD BUSINESS: No report.

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

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Friends met yesterday and are discussing further details of the Collectors Corner Breakfast.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

F. Nominating Committee Update: Ed Frank reported that the nominating committee met and recommends that the nominees for officers in 2014 be Don Montgomery as President, Pat Dougherty as Vice President, Sam Melnick as Secretary, Judy Lange as Assistant Secretary, and Edward Claussen as Treasurer. There were no other nominations. Motion was made by Ed Frank and seconded by Dr. Ken Rottman to approve the 2014 nominees for officers as presented. All yea. No nay. Motion carried.

IX. NEW BUSINESS:

A. Endowment Fund Budget: This budget is not from tax dollars. The Endowment Earnings 2014 budget for programming is $16,700, for miscellaneous it is $5,400 and for staff appreciation it is $2,900; totaling $25,000.

B. Public Relations Budget: The Public Relations 2014 budget comes from the Endowment Earnings budget and totals $16,700, which is adult programming.

C. Youth Services Budget: The total budget for Youth Services if $20,000 and this includes supplies/materials for $10,000, Summer Reading Program for $6,000, Young Adult Programs for $2,000 and Honoraria (which is programs/speakers throughout the year and “no school” programs for children ages birth through 12 years old) for the amount of $2,000.

Motion was made by Dr. Ken Rottman and second by Judy Lange to approve the Endowment Fund Budget, the Public Relations Budget and the Youth Services Budget totaling $45,000.00. All yea. No nay. Motion carried.

D. Approval needed for Destruction of Public Records: This is a procedure that we need to do each year so it is kept on the agenda. This year we have no records that need to be destroyed.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: Dr. Ken Rottman is unable to attend the next Board Meeting on Wednesday, January 22, 2014, at 2:00 PM in the Library's Meeting Room.

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


November 20, 2013

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, November 20, 2013, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

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

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the Minutes of the regular Board Meeting of October 23, 2013, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended October 31, 2013, shows an Operating Fund balance of $354,038.24 and a total funds balance of $2,728,702.48. The Operating Fund receipts for October were $44,036.61 and disbursements were $238,131.11.

On November 4, 2013, the Library received $692,801.15 from the LaPorte County Auditor. This represents our third distribution of property tax levies for the year 11 pay 12. The Library, with this amount, has received $2,154,304 or 76.9% of the final budget recommendations (1782 Notice) figure of $2,798,241 for 2011 pay 2012. February 21, 2014, is the last due date for the 11 pay 12 outstanding property tax levies.

On November 5, 2013, the Library paid off the 2012 loan and interest of $282,056.34 (principal $278,760.00 and interest $3,296.34, 3.3%) owed to the Indiana Bond Bank.

The Library received two CAGIT checks (October CAGIT and November CAGIT) in November 2013. Each check was for $28,449.14, totaling $56,898.28.

The $2,002,035 owed to the IBB for the year 2013 Tax Anticipated Warrants will be rolled over into 2014 and the Library will owe an interest payment of $26,709 in December 2013. Interest percentage varies on this payment from 1.98% to 1.4%.

The Library's natural gas for heating is provided by Realgy Energy Services and the natural gas is delivered by NIPSCO. The Library was offered and accepted a locked in natural gas price of $0.467 per therm for the months December 2013 through March 2014.

October 2013 Statement of Receipts and Disbursements ending balance reflects a Market Value for the Endowment Investment Fund and the IMA fund. This Market Value as opposed to the Book Value, we have been showing, reduces these funds by $37,163.

Principal money owed to the Indiana Bond Bank:

2012: $2,002,035
_________________________
Total owed to IBB: $2,002,035

B. Approval of Bills: The revised list of warrants is increased by $4,286.31from the initial list. Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to approve the revised List of Warrants totaling $92,501.94 as presented. All yea. No nay. Motion carried.

C. Indiana Bond Bank 2014 Advanced Funding Program: We should receive the paperwork by the next Board Meeting so we will be able to receive our money by the first part of January.

D. Other: No report.

V. CORRESPONDENCE: Tess Gerritsen donated $100 to the Endowment Fund. Cleo Brodsky donated $100 to the Endowment Fund Honoree Program in memory of his mother, Shirley Brodsky-Miller.

VI. OLD BUSINESS: No report.

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

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Friends met on Monday, November 18, and are progressing with the Collectors Corner Breakfast. This will be held on April 26, 2014, in the Fellowship Hall at St. John's Church. Ed Kis of Great Lakes Catering will do the breakfast. The tickets are $25.00 and will be sold here and other places along Main Street. These tickets will cover the meal and one item to be appraised.

D.1. Policy and Procedures Committee Update: Dr. Ken Rottman reported that the Committee met on Wednesday, November 6, 2013, and reviewed the revised Technology Plan that administration presented. The plan follows the guidelines and requirements of the State Library and covers the years 2014-2016. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to accept the Technology Plan 2014-2016 as presented, to take effect January 1, 2014. Sam Melnick knows the budget restraints but encouraged this library to look into ebooks. Don Glossinger said we have that in mind. A vote was called. All yea. No nay. Motion carried.

D. 2. Administration presented a revised Long Range Plan on behalf of the Citizen Committee for the Long Range Plan. As per State Library requirements, the Citizen Committee was made up of members of the community, staff, and representatives from the Board and the Friends. The new plan follows the guidelines and requirements of the State Library and covers the years 2014-2018. Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to accept the Long Range Plan 2014-2018 as presented to take effect January 1, 2014. All yea. No nay. Motion carried.

E. Personnel Committee Update: No report.

F. Nominating Committee: Sam Ferguson appointed Ed Frank as Chair and Judy Lange and Don Montgomery as members of the Nominating Committee. They are to have a slate of officers by the next Board Meeting. The offices to be filled are: President, Vice President, Secretary and Assistant Secretary. The Treasurer is the Library's Controller, Edward Claussen. All three accepted their appointments to the Nominating Committee.

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, December 18, 2013, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by Pat Dougherty to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:32 PM.



October 23, 2013

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Don Montgomery, Assistant Secretary, on Wednesday, October 23, 2013, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

Those members absent:
Sam Ferguson, President
Patrick Dougherty, Vice President
Edward Frank, Secretary

Others in attendance:
Don Glossinger, Director
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development

II. PUBLIC COMMENTS: No comments.

III. MINUTES:

A. Special Board Meeting for Public Hearing on the 2014 Budget: Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the Minutes of the Special Board Meeting for Public Hearing on the 2014 Budget of September 25, 2013, as presented. All yea. No nay. Motion carried.

B. Regular Board Meeting: Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to approve the Minutes of the regular Board Meeting of September 25, 2013, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended September 30, 2013, shows an Operating Fund balance of $548,132.74 and a total funds balance of $2,956,875.02. The Operating Fund receipts for September were $6,790.80 and disbursements were $182,445.72. Our remaining expenditure balance should be approximately 25% of the 2013 budget. We are at 41.83% expenditure balance remaining for 2013 budget.

The AT&T Universal Service Fund reimbursement for $8,951.46 was received and deposited on October 11, 2013.

The application and cash flow worksheets were faxed to the Indiana Bond Bank for the 2014 Advance Funding Program. Documents will need to be signed by the Board at the November and/or December Board meetings. We anticipate receiving a million dollars in January 2014 from the Indiana Bond Bank.

As was mentioned in the August 28, 2013, Financial Report, the Endowment Fund and IMA Fund balances have historically been reflected as a cost/book value basis without change in market value. Endowment Fund cost/book value basis balance shown on our Statement of Receipts and Disbursements is $1,051,971.08 and the market value for the Endowment Fund is $1,028,892.07. This is short $23,079.01. IMA Fund cost/book value basis balance shown on our Statement of Receipts and Disbursements is $516,752.36 and the market value for the IMA Fund is $498,857.97. This is short $17,894.39.

The cash flow statement extended out to December shows a negative balance. In November, 2013, we will need to transfer from our Rainy Day Fund approximately $50,000.00 to $150,000.00 to carry us through the last month of 2013.

Money owed to the Indiana Bond Bank:
2012 $278,760
2013 $2,002,035
_____________________________
Total owed to IBB $2,280,795

B. Approval of Bills: The revised list of warrants is increased by $683.52
from the initial list. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the revised List of Warrants totalling $83,340.82 as presented. All yea. No nay. Motion carried.

C. Adoption of 2014 Budget: Be it ordained by the Michigan City Public Library Board of Trustees that for the expenses of MICHIGAN CITY PUBLIC LIBRARY for the year ending December 31, 2014 the sums herein specified are hereby appropriated and ordered set apart out of the several funds herein named and for the purposes herein specified, subject to the laws governing the same. Such sums herein appropriated shall be held to include all expenditures authorized to be made during the year, unless otherwise expressly stipulated and provided for by law. In addition, for the purposes of raising revenue to meet the necessary expense of MICHIGAN CITY PUBLIC LIBRARY, the property tax levies and property tax rates as herein specified are included herein. Budget Form 4-B for all funds must be completed and submitted in the manner prescribed by the Department of Local Government Finance.

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

The proposed adopted budget is $3,262,580 for the General Fund and the Library Improvement Reserve Fund is $51,300; Tax Levy is $3,198,300 and Tax Rate is 0.1974. Motion was made by Judy Lange and seconded by Dr. Ken Rottman to adopt the 2014 Budget as presented. All yea. No nay. Motion carried.

This form will be scanned and put into the Gateway System then signed electronically and submitted complete by Director Don Glossinger to the DLGF. This form will also be delivered to the LaPorte County Auditor's Office. This has to be completed by November 1.

D. Other: Mr. Claussen briefly reported on the new debit/credit card machine in Circulation. It has been in operation for two weeks and is running smoothly. Through this system we have taken in approximately $300.00. We have set up another Horizon Bank account for our credit card transactions so we can keep track of the cost and revenue.

V. CORRESPONDENCE: Judy Lange reported that Thomas and Sara Olesker donated $25.00 to the Endowment Fund.

VI. OLD BUSINESS: No report.

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

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that a meeting will be held tomorrow to further discuss the Collectors Brunch.

D. Policy and Procedures Committee Update: A meeting is scheduled for November 6, 2013, at 2:00 in the Meeting Room. The State requires us to keep current our Long Range Plan, our Technology Plan and our Collection Development Plan.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS:

A. Board Meeting Dates for 2014: The dates are the fourth Wednesday of each month except for November and December which are the third Wednesday because of the holidays. Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to approve the 2014 Board Meeting dates as presented. All yea. No nay. Motion carried.

B. Library Holiday Closings and Summer Sunday Closings for 2014: Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the Library Holiday Closings and Summer Sunday Closings for 2014 as presented. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: All present today are able to attend the next Board meeting on Wednesday, November 20, 2013, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by Judy Lange to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:25 PM.



September 25, 2013

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, September 25, 2013, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Patrick Dougherty, Vice President
Ed Frank, Secretary
Don Montgomery, Assistant Secretary
Judy Lange, Member
Sam Melnick, 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
Don Varda, Lib. Development

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Ken Rottman and seconded by Pat Dougherty to approve the Minutes of the regular Board Meeting of August 28, 2013, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended August 31, 2013, shows an Operating Fund Balance of $723,787.66 and a total funds balance of $3,137,855.10. The Operating Fund receipts for August were $41,862.85 and disbursements were $195,952.18.

The public hearing for the 2014 budget took place at 1:45 PM prior to this meeting. The budget has been duly published twice in two publications: Michigan City News Dispatch and LaPorte Herald-Argus, as per state requirements. The 2014 budget for the Michigan City Public Library will be voted on at the October 23, 2013, Board Meeting.

The Library has received the 2014 Advanced Funding Program Application Packet for Participation in the Indiana Bond Bank (IBB). We have sent in the Participation Survey indicating to the IBB that the Library will be participating in the 2014 Advanced Funding Program. The money should be received by January, 2014.

A review of our cash flow statement shows we may need to borrow between $30,000 to $80,000 from our Rainy Day Fund by the end of the year to cover expenses.

B. Approval of Bills: The revised list of warrants is increased by $3,828.13 from the initial list. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the revised List of Warrants totalling $80,757.18 as presented. All yea. No nay. Motion carried.

C. 2014 Budget: When the 2014 budget is voted on and assuming it is approved next month, Don Glossinger will submit the budget electronically through the state run Gateway System.

D. Other: We owe IBB approximately $2,000,000 from 2012 and approximately $200,000 from 2011.

V. CORRESPONDENCE: Ed Frank reported on the many donations for the Writing Out Loud Program: Mary Schaaf, $20.00; Betty Duggan, $10.00; W. Faye Moore, $25.00; John and Jessie Daraska, $50.00; Jinny Hilf, $50.00; Patricia Damato, $30.00; Joan Engel, $25.00 and Jessie Panko, $50.00. The total this month is $260.00. Last month's total was $1,385.00. The grand total is $1,645.00.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: The Youth Services Department was very busy with Back to School Rallies, August Movie Madness, getting ready for Banned Books Week, plus their everyday activities. In August, they conducted 18 programs with a total attendance of 3,581.

The application for reimbursement from the 2012-2013 Universal Service Fund has been approved. For that period, which ended June 30, 2013, the library will receive $8,951.46, which should arrive in 6-8 weeks.

The federal tax forms for 2013 have been ordered by our Reference Department. The volunteers will also be doing the VITA program again at the library with Robin Kohn coordinating the specifics.

Literacy was very active this month with 65 students and 57 tutors. The total volunteer hours given by our tutors was 273. Mrs. McKinney reported on many students and how they improved their skills through our program.

Pat Dougherty commended Robin Kohn for the good speech she gave to the Exchange Club and for her efforts in the Writing Out Loud Program.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No meeting. The Board agreed, the library grounds look very good.

B. Budget and Finance Committee Update: No meeting.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Friends met yesterday and are working on the details of the Collectors Brunch which will be held in April, 2014, at the Blue Chip. It was a popular event called the Collectors Breakfast that was held several years ago and they decided to revive it.

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: Judy Lange reported that the Committee met at 1:15 PM today and recommends salary increases for all employees. The money is there and the employees have not had an increase in salaries for a few years. Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to authorize the Controller of the Michigan City Public Library to increase salaries for all Library employees by 5% starting with the pay period September 29, 2013, to October 12, 2013, to be paid on October 18, 2013. A vote was called. All yea, no nay. Motion carried.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: Sam Ferguson is unable to attend the next Board meeting on Wednesday, October 23, 2013, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by Judy Lange to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:22 PM.



September 25, 2013

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 Sam Ferguson, President, on Wednesday, September 25, 2013, at 1:45 PM. This special meeting was held in accordance with the Indiana Open Door Law.

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

II. PUBLIC HEARING: A quorum of the Library Board exists for this Public Hearing for the proposed 2014 budget of the Michigan City Public Library. The record should reflect that no one from the public is in attendance after the proper advertising procedures were followed that the hearing will be held on today's date, September 25, 2013, at 1:45 PM.

III. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Judy Lange to adjourn this Public Hearing. All yea. No nay. Motion carried. This Public Hearing adjourned at 1:50 PM.



August 28, 2013

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, August 28, 2013, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Patrick Dougherty, Vice President
Ed Frank, Secretary
Don Montgomery, Assistant Secretary
Judy Lange, Member
Sam Melnick, 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 Dr. Rottman and seconded by Pat Dougherty to approve the Minutes of the regular Board Meeting of July 24, 2013, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended July 31, 2013, shows and Operating Fund balance of $877,876.99 and a total funds balance of $3,294,143.46. The Operating Fund receipts for July were $31,697.56 and disbursements were $192,583.02.

The Library submitted the LaPorte County Council Property Tax Budget Review for Budget Year 2014 to the LaPorte County Auditor's office for the non-binding (State growth quotient of 2.6%) review by August 21, 2013, as required by the State of Indiana.

The public hearing of the 2014 budget will take place before the September 25, 2013 board meeting and will be announced to the public in the News-Dispatch and LaPorte Herald Argus newspapers on September 4, 2013, and September 11, 2013.

The 2014 Budget will be up for adoption by the Board at their October 23, 2013, meeting. The final 2014 Library Budget will then be submitted into the DLGF Gateway data site and filed with the LaPorte County Auditor.

The Library received 2013-second quarter earnings from the endowment fund totaling $1,692.07 and earnings from the IMA fund totaling $464.58. Compared to 2012-second quarter this is a total reduction of 57.83%.

Our Endowment Fund and IMA Fund balance on the Statement of Receipts and Disburements has historically been reflected as a cost basis without the change in market value. In today's financial environment, the balance of our Endowment Fund with the change in market value would be $986,184 vs. cost value of $1,009,630 and the market value balance of the IMA would be $498,832 vs. cost value of $520,063.

A check for $3,080.61 was received from United Healthcare Medical Loss Ratio Rebate. The amount of $2,310.61 was applied to medical insurance expenditure line and $770.21 will be distributed to employee medical insurance contribution.

On August 8, 2013, the Library received our 2011 pay 2012 Financial Institutional Tax (FIT) from the State for $9,847.00. This year the Library has received 5 years uof FIT totaling $51,923.

B. Approval of Bills: The revised list of warrants is increased by $2,792.75 from the initial list. Motion was made by Sam Melnick and seconded by Pat Dougherty to approve the revised List of Warrants totaling $137,876.06 as presented. All yea. No nay. Motion carried.

C. 2014 Budget: The budget was submitted in the packet for informational purposes; no action needs to be taken at this time. We are within the State growth quotient of 2.6%. The 2014 proposed revenue budget is $3,729,600 and the 2014 proposed expenditures are $3,262,580.00. The public hearing will take place on September 25 at 1:45PM.

D. Principal Dividents and E. United Healthcare Insurance Rebate based on 80/20: These two items will be presented under the Budget and Finance Committee meeting.

F. Other: No report.

V. CORRESPONDENCE: Ed Frank reported the Writing Out Loud donations that the Library received: Sheila Moyer, $50; Ted and Lynn Zieka, $25; Leonard J. and Irene Brown Foundation, $1,000; Marjorie Hammond, $25; Susan and Lee Block, $50; Patricia Carlisle, $40; Mary Lou Linnen, $50; Roger and Carol Hug, $25; Joan Enright, $25; Karen Carr, $25; Dan Tannas & Jo Pilecki, $50; Lonna Temkin, $20. Total donations so far are $1,385.00. Dennis and Bonnie Feinberg donated $20 to the Endowment Honoree Program in honor of Susan Block's birthday.

VI. OLD BUSINESS: No report.

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

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No meeting.

B. Budget and Finance Committee Update: Ed Frank reported that the Committee met at 1:15 PM today and discussed the three quarters Principal dividend and United Healthcare Medical Loss Ratio Rebate to participating employees. Motion was made by Sam Melnick and seconded by Dr. Rottman to authorize the administration of Michigan City Public Library to distribute three quarters of Principal Financial Group dividends and 25% of United Healthcare 2012 Medical Loss Ratio Rebate to participating Library employees via one time deduction from payroll contribution for insuirance premium. Total amount to be distributed to participating employees equals $2,392.28. All yea. No nay. Motion carried.

Ed Frank reported that the Committee also recommends accepting Horizon Bank's bid for a credit card machine for the Circulation Department. Motion was made by Sam Melnick and seconded by Pat Dougherty to authorize the administration of Michigan City Public Library to accept the contract with Horizon Bank for the credit card machine to be used in the Circulation Department. A discussion ensued. We are only getting the credit card usage now. The debit card usage will be further investigated. The service to our patrons outweighs the cost of this credit card machine. A vote was called: Sam Ferguson, yea. Patrick Dougherty, yea. Edward Frank, yea. Don Montgomery, yea. Judy Lange, yea. Sam Melnick, nay. Dr. Rottman, yea. Six yeas, one nay, motion carried.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Friends are in the planning stages of a fund raiser. It will be a collectors breakfast at the Blue Chip in April, 2014.

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: A meeting will be scheduled in the near future.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: Pat Dougherty is unable to attend the next Board meeting on Wednesday, September 25, 2013, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Ed Frank to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:27 PM.



July 24, 2013

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, July 24, 2013, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

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. Rottman and seconded by Judy Lange to approve the Minutes of the regular Board Meeting of June 26, 2013, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended June 30, 2013, shows and Operating Fund balance of $1,038,762.45 and a total funds balance of $3,458,959.32. The Operating Fund receipts for June were $360,153.59 and disbursements were $187,571.08.

On June 25, 2013, we received a check from Principal Financial Group for the sale of 2,421 shares of stock at $38.76166 per share, $93,841.98 and trading fees expense of $305.52 for a net deposited balance of $93,536.46. The Finance Committee recommended the sale of the stock. The sale of stock was then authorized by Library Board of Trustees' motion at the May 22, 2013 Board meeting.

On June 25, 2013, the Library received $37,500 from the John H. Vail Trust. Money was wire transferred into our Endowment Trust fund account as stipulated by the trust document. At the end of July, 2013, the Library will cut a check for $40,009.86 and send it to the Horizon Trust and Investment Management for deposit into the Library's Endowment Investment Management Account. Included in this $40,009.86 amount is the amount from John H. Vail Trust, $900 plus from the art sale, honor book donations and memorial donations. We are expecting more money from the John H. Vail Trust.

We owe the Indiana Bond Bank: for 2012 the amount of $278,760 and for 2013 the amount $2,002,035 for a total amount of $2,280,795.

Pat Dougherty inquired about the amounts of the Endowment Fund. Ed Claussen explained that the library has reached a million dollars in the Endowment Trust and the IMA account (which was where we transferred the Platt Coffin Account) contains approximately $520,000. The Endowment Earnings Fund is where we can pay for the staff appreciation breakfast and other items that are not directly related to the operations of the library.

Sam Ferguson inquired if the library will be able to meet its obligations and if there is a concern of the tax situation and the money owed us. Don Glossinger reported that we have been solvent every year and expect to be solvent this year.

B. Approval of Bills: The revised list of warrants is increased by $3,407.65 from the initial list. United Health Care increased because of some staff changes and the other minor increases are clearly indicated. Motion was made by Dr. Rottman and seconded by Sam Melnick to approve the revised List of Warrants totaling $94,401.19 as presented. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: Ed Frank reported that Tri-Kappa Associate Chapter donated $50 to the Endowment Fund. Mrs. Elizabeth Armstrong is the contact person. Mrs. Genevieve De Young donated $1,000 to the Library in honor of Charles De Young. The Board, at their June meeting, agreed to put the money in the Literacy Fund. Richard and Betty Brewe donated $30 to the Library's Endowment Fund. Suburban Estates Homeowners Assn., Inc. donated $50 to the Library's Endowment Fund. Patricia Manning is the contact person.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Don Glossinger reported that the Youth Services Summer Reading Program is a success. So far just over 500 people have read over 5,000 hours. In June the Youth Services Department conducted 23 programs with a total attendance of 948.

The 2013-14 Universal Service Fund grant application has been approved. This year's reimbursement should be $8,951.46.

The Reference Department renewed our agreement with WorkOne, Indiana's workforce development system, to continue as an Access Point. This will be renewed each year if it is deemed useful to our patrons. We have continued to receive reports of patrons getting jobs after receiving assistance here with online applications and resumes.

Our Literacy Program reports that a teacher from an elementary school informed us that one of her 2nd graders who comes here for reading went from 1.6 to 2.5 in 3-1/2 months of tutoring. That is almost a full years growth in 3 months. Teacher, parent and student were all extremely pleased and 3 new children from that classroom signed up to be tutored because of that one success. A teacher from Joy Elementary informed us that a 5th grade boy made the most growth in the class with 335 points. He went from a 451 to a 786. This is from the beginning of the year to the end of the year. Another 5th grade boy went up by 201 points. He went from a 484 to a 685. (He had only worked with a tutor for a short time). The teacher can't thank the library and tutors enough for the help with these two boys this year.

The Library received 2nd place in the non-profit category from the Michigan City in Bloom Committee. Thanks to Bruce Jones for doing all the planting of the flowers.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No meeting.

B. Budget and Finance Committee Update: No meeting.

C. Friends of the Michigan City Public Library: Judy Lange reported that the Friends met and they are discussing having fund raisers. The discussion will continue at the next month's meeting. The Friends are now selling refreshments at the Park on movie night with two members volunteering their time.

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: No meeting.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Sam Melnick commended the staff for doing such a fine job on the Library's landscaping.

Edward Claussen reminded the Board that Don Glossinger and himself will be meeting with the DLGF on Monday, July 29, 2013, to go over the Library's 2014 budget. We will have a Board of Finance meeting following this meeting. The packet for the August Board meeting will include the 2014 budget.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board meeting on Wednesday, August 28, 2013, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Sam Melnick to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:28 PM.



June 26, 2013

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, June 26, 2013, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

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. Rottman and seconded by Judy Lange to approve the Minutes of the regular Board Meeting of May 22, 2013, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended May 31, 2013, shows and Operating Fund balance of $866,179.94 and a total funds balance of $3,247,516.13. The Operating Fund receipts for May were $61,620.90 and disbursements were $291,840.82.

Not reflected in any of the financial papers is the fact that we received a check yesterday, June 25, 2013, from Principal Financial Group for the sale of 2,421 shares of stock at $38.76/share. This gave us $93,841.98. The administrative fee on this transaction was $305.52. We deposited in our Operating Fund $93,536.46 as per the State Board of Accounts instructions. This will be shown in next month's financial reports.

One June 3, 2013, the Library received a $1,000 donation from Mrs. Genevieve De Young. The fund to place this amount in will be discussed later.

On June 6, 2013, the Library received the final mid year program wire transfer from the Indiana Bond Bank for $217,815.00 and an interim interest bill of $669.78.

The June 7, 2013, art auction on First Friday brought in $921.50 for the endowment fund.

On June 12, 2013, the Library received Commercial Vehicle Excise Tax (CVET) payment of $15,163.00 for the year 2010 pay 2011.

On June 12, 2013, the Library also received the June 2013 County Adjusted Gross Income Tax (CAGIT) for $25,022.71.

On June 14, 2013, the Library received $5,129 from the Unity Foundation: $4,785 from the Unity Endowment Fund and $344.00 from the Donald Zalac M.D. Library Fund.

On June 20, 2013, the Library paid $4,548.43 interest on the $278,760 outstanding loan from 2012 Year-end Rollover Program.

On June 20, 2013, the Library received $2,500 from Blue Chip Casino Wagering Tax Distribution (shared WIN tax revenue) for period December 2012 to May 2013.

Library Administration decided that we should report the money owed to the Indiana Bond Bank in our monthly Minutes. Therefore, 2012 - $278,760 and for 2013 - $2,002.035. The total owed to IBB is $2,280,795.

B. Approval of Bills: The revised list of warrants is increased by $3,484.58 from the initial list. Motion was made by Dr. Rottman and seconded by Sam Melnick to approve the revised List of Warrants totaling $89,887.82 as presented. All yea. No nay. Motion carried.

C. Proposed Budget Dates: The proposed 2014 budget dates were submitted in the packet. They are tentative and will be confirmed after administration meets with the DLGF on July 29, 2013.

The following two agenda items will be voted on together.

D. Donation from Mrs. De Young honoring the memory of Mr. De Young, former Director. Administration's recommendation is to place in Literacy Fund.

E. Unity Fund Receipts - Administration's recommendation is to place in Endowment Earnings Fund.

Motion was made by Judy Lange and seconded by Sam Melnick to accept the Library Administration's recommendation for both the donation (D.) and receipts (E.). Discussion ensued. Mr. De Young had a major role in getting the Literacy Program started, therefore, the $1,000 should be placed in the Literacy Fund. Instead of placing the Unity Fund Receipts in the Endowment Investment (which it was in the past) it was decided to place the $5,129 in the Endowment Earnings Fund. The Endowment Investment currently has low interest earnings. A vote was called. All yea. No nay. Motion carried.

F. Other: The receipt of $93,536.46 from the sale of shares of stock, the details of which were covered earlier.

V. CORRESPONDENCE: Ed Frank reported those who made donations of art work for the auction that benefited the endowment fund: Lawrence Zimmer, Ted Perzanowski, Janet Sharp, Nance Kehoe, David Hoppe, Angie Benz, Pam Stephany, Diann Gonsorek, Ginny Scott, Robert Gallagher, Steve Whitehead and David Russ. Also reported was the $20 donation to the Library's Endowment Honoree Program from Shirley Ryan.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Andrew Smith reported that the Summer Reading Program “Dig Into Reading” is going very well. The kick-off event was a highly interactive concert with Leonardo where 200 people attended. On July 31, the popular “Bubble Man” will be coming again to entertain.

Andrew Smith also reported that the Circulation Dept. along with Dan Schaaf and Robin Kohn are working hard to get all patron databases and emails together so we can start getting our monthly calendar out by email. The new postal regulations for bulk mail makes it necessary for us to go this way. It will save us a lot of money on the actual printing and mailing every month. The monthly calendars are scheduled to email by July.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No meeting.

B. Budget and Finance Committee Update: No meeting.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that the meeting will be held on July 9.

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: No meeting.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board meeting on Wednesday, July 24, 2013, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Pat Dougherty to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:17 PM.



May 22, 2013

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, May 22, 2013, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

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

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Ken Rottman and seconded by Pat Dougherty to approve the Minutes of the regular Board Meeting of April 24, 2013, 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, 2013, shows and Operating Fund balance of $1,096,399.86 and a total funds balance of $3,469,704.63. The Operating Fund receipts for April were $1,551,755.94 and the disbursements for April were $985,662.18.

On May 10, 2013, the Library received and deposited three years of Financial Institutional Taxes (FIT) and the current month CAGIT payment from the LaPorte County Auditor:

08-09 FIT $ 10,462.00
09-10 FIT $ 9,968.00
10-11 FIT $ 10,462.00
CAGIT May 2012 $ 25,022.71

The total amount of taxes deposited was $55,914.71.

In the last two months, the Library has received a total of $42,076.00 prior year (2008-2011) FIT receipts.

In April 2013, the Library received quarterly disbursements of $1,783.09 from the Horizon Trust IMA Investment account and $1,829.35 from Horizon Trust Endowment Investment account. Both of these disbursements totaling $3,612.44 from Horizon Trust were distributed to the Library's Endowment Earnings Fund.

In April, 2013, the Library paid back our internal Rainy Day Fund loan for $340,000 from the November 28, 2012, Board resolution and paid back the Library Improvement Reserve Fund loan of $450,000 from the August 24, 2011 Board resolution. The balance of the Rainy Day Fund is $340,000 and the balance of the Improvement Reserve Fund is $470,234.13 at April 30, 2013.

On April 25, 2013, the Library received $871,257 from the first installment of the Indiana Bond Bank Midyear Interim Program. We anticipate to receive another $217,815 from the IBB in June 2013.

Included in the packet is a copy of the resolution extending the maturity of the Library's Indiana Bond Bank 2012 Year-End Warrants, $278,760 with accrued interest of $4,548.43, which were issued on December 31, 2012, and are due on June 28, 2013.

B. Approval of Bills: There is an increase of $19,560.85 from the initial list of warrants. This increase is from the employees retirement fund (INPRS), Hanover Insurance, and supplies to prepare the library's materials. OCLC, Inc. renewal is a cost that is included on this list. It is an annual cost for maintenance software that we use as a resource for cataloging materials and also a resource for interlibrary loan. Motion was made by Dr. Rottman and seconded by Judy Lange to approve the revised List of Warrants as presented. All yea. No nay. Motion carried.

C. Resolution Extending the Maturity of our Indiana Bond Bank 2012 Year-End Warrants. “A RESOLUTION authoriziang MICHIGAN CITY PUBLIC LIBRARY (the “Participant”), to accommodate the payment of its outstanding emergency temporary loans that were made to meet current running expenses for certain funds of the Participant, and were made in anticipation of and not in excess of current taxes levied in the year 2011, originally collectable in the year 2012 but due to reassessment and related delays, are now anticipated for collection in 2013.”

We have an outstanding loan of $278,760 with accrued interest of $4,548.43. If we get our money due us in the beginning of 2014, this will be paid off.

Motion was made by Dr. Rottman and seconded by Judy Lange to accept this Resolution with the Indiana Bond Bank as presented. All yea. No nay. Motion carried.

D. Other: No report.

V. CORRESPONDENCE: Ed Frank reported the donations received in memory of John Vail to the Enowment Fund: The Bohn Family donated $100 to the Honoree Program and Mary Brockway donated $100 to the Endowment Fund. Donations of Art Work for the auction in June to benefit the Endlowment Fund were received from: Mary Bolinger, Robert Lee Brady and Al Cernius. Richard Smiley donated $20 to the Endowment Honoree Program honoring Officer Jon Deaner for his 20 years of service to Michigan City.

VI. OLD BUSINESS: No report.

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

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No meeting.

B. Budget and Finance Committee Update: Ed Frank reported that the Committee met today at 1:30 to discuss stock that was gifted to the Library by Principal Financial Group. Motion was made by Dr. Rottman and seconded by Ed Frank to authorize administration of the Michigan City Public Library to sell 2,421 shares of owned Principal Financial Group Common Stock with acceptable brokerage fees determined by library administration. Also, based on the direction the library received from the Indiana State Board of Accounts, (see attached 2//5/2013 memo from Charlie Pride) deposit proceeds into the Library's Operating Fund. All yea. No nay. Motion carried.

C. Friends of the Michigan City Public Library Update: There will be a report next month after the meeting.

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: No meeting.

IX. NEW BUSINESS: Sam Ferguson reported that the Board members and Library administration agreed that Judy Lange would be a good liaison for Friends of the Library. Judy Lange accepted this position.

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, June 26, 2013, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Patrick Dougherty and seconded by Dr. Rottman to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:25 PM.



April 24, 2013

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, April 24, 2013, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Patrick Dougherty, Vice President
Ed Frank, Secretary
Don Montgomery, Assistant Secretary
Judy Lange, Member
Sam Melnick, 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
Don Varda, Lib. Development
Dan Schaaf, Technology Specialist
Dept. Heads - Lori Richardson, Sarah Redden, Bruce Jones, Pam Stephany, Cyndie McKinney, Robin Kohn

II. PUBLIC COMMENTS: No comments.

III. MINUTES:

A. Regular Board Meeting Minutes: Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the Minutes of the regular Board Meeting of March 27, 2013, as presented. All yea. No nay. Motion carried.

B. Special Board Meeting Minutes: Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the Minutes of the Special Board Meeting of April 17, 2013, 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, 2013, shows an Operating Fund balance of $530,306.10 and a total funds balance of $2,112,752.02. The Operating Fund receipts for March were $85,102.94 and the disbursements for March were $185,307.27.

On April 8, 2013, the Library received from the LaPorte County Auditor's office a check for $636,790.21 representing the third installment of the 2010 pay 2011 property tax levy distribution.

The Library received and accepted from the Indiana Bond Bank (IBB) a preliminary warrant sizing. This preliminary warrant sizing for the 2013 Midyear Advanced Funding Program will provide $1,089,072 to the Library and will be distributed on April 25, 2013, $871,257 and June 6, 2013, $217,815.

The Library will need to extend the 2012 loan outstanding, $278,760, with the IBB and will need to pay accrued interest of $4,548.43 (interest rate of 3.3%).

In April 2013, the Library will pay back the internal LIRF transfer of $450,000 after receiving the IBB monies for 2013 Midyear Advanced Funding Program. We also hope to pay back the Rainy Day Fund. This will enable us to borrow again from these funds in November or December since we do not know when or how much we are going to get.

B. Approval of Bills: The total amount of bills this month is $94,479.21. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the List of Warrants of April 24, 2013, as presented. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: Ed Frank reported the following donors of art work that will benefit the Library's Endowment Fund: Carol Haddad, Angie Benz, Linda Pliske and Kenny Kozlowski.

Ed Frank also reported the following donors to the Honoree Program in memory of John Vail: Mr. Arnold Bess of Prince Galleries donated $100 and Ms. Elizabeth Vandever Titus donated $100.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT:

A. State of the Library Address: Don Glossinger reports that the Library had another good year but it was a challenge; many things accomplished, many not able to accomplish. We are open 66 hours a week, still offer good service and programs and staff is still employed. Noted is the fact that the volunteers are outstanding. The tutors, in particular, keep the Literacy Program active. The State of the Library Address will be filed with the Minutes.

Mr. Ferguson had to leave the meeting at this time and Patrick Dougherty, Vice President, continued the meeting.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No meeting.

B. Budget and Finance Committee Update: No meeting.

C. Friends of the Michigan City Public Library Update: The Friends did meet and a report will be forthcoming at a later date.

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: No meeting.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Don Montgomery inquired if the 2:00 PM meeting could be changed to an earlier time. Pat Dougherty said that if any Board members have conflicting commentments to let him know and the time change can be discussed. Sam Melnick suggested an evening meeting so the public may be able to attend. The evening meeting was not a good time for many of the members.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board meeting on Wednesday, May 22, 2013, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by Don Montgomery to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:35 PM.



April 17, 2013

MINUTES OF SPECIAL BOARD MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' Special Board Meeting was called to order on Wednesday, April 17, 2013, at 2:00 PM. This scheduled meeting was held in accordance with the Indiana Open Door Law.

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

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

II. INDIANA BOND BANK 2013 MID-YEAR PROGRAM: Mr. Claussen read the Resolution stating the reason why we are participating in this program: “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 2012, and collectable in the year 2013; 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.” Ed Claussen said that we will be borrowing approximately $1,089,000.

Sam Ferguson asked if we were borrowing too much. Ed Claussen said that we are not. He did a cash flow review of the amount of expenses and revenue and revenue owed to us. If we received all the revenue owed to us currently, we would be in the black by $30,000. This year is like no other year: no tax bills or provisional bills have been mailed. We do not know when we will receive a check or how much that check will be. We may not see anymore money until 2014. We did receive 10 pay 11 in the amount of $636,000. We were expecting 8 pay 9 and 9 pay 10 in the approximate amount of 1.2 million. Sam Ferguson commended the staff for following the budget so closely that we have enough money to operate.

A vote was called. Motion was made by Sam Melnick and seconded by Dr. Ken Rottman to approve the Resolution of the Indiana Bond Bank 2013 Mid-Year Program. All yea. No nay. Motion carried. (Paperwork to be signed after meeting)

III. APPRECIATION BREAKFAST DATE CHANGED TO MAY 2: Because of conflicting dates, the appreciation breakfast is now held on May 2. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to accept May 2 as the date of the appreciation breakfast. All yea. No nay. Motion carried.

IV. ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to adjourn this meeting. All yea. No nay. Motion carried. Meeting adjourned at 2:15 PM.



March 27, 2013

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, March 27, 2013, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

Those members absent:
Patrick Dougherty, 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

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Rottman and seconded by Judy Lange to approve the Minutes of the regular Board meeting of February 27, 2013, 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, 2013, shows an Operating Fund balance of $630,510.43 and a total funds balance of $2,214,703.66. The Operating Fund receipts for February were $7,207.88 and the February disbursements were $218,548.61.

On March 20, 2013, the Library received three months of CAGIT draw from the LaPorte County Auditors Office. The total amount received and deposited was $75,068.13. The Library just received the 2013 Midyear Funding Program Participation Survey from the Indiana Bond Bank. We plan on participating in the 2013 Midyear Funding Program with the Indiana Bond Bank. We will know more when we receive our 09 pay 10 check.

Mr. Glossinger said we do not know and have not known for several years about going forward with our budgets. We have cut expenses to the bone, made our plan and have worked our plan. At the April Board Meeting, Mr. Glossinger will be doing the State of the Library address when we receive our 09 pay 10 check. We will know more where we are and what we can do when we know what we have to work with.

Sam Ferguson commented that this library is doing well financially in keeping up with this situation and commends the staff for doing a fine job.

B. Approval of Bills: The total of the bills is $84,084.70. This is an increase of $2,601.13 from the initial list of bills in the packet. The increase included supplies and snow removal. Sam Melnick inquired about the $24,000 Health Insurance payment. He was informed that this is a monthly payment and staff pays a portion of it also. Motion was made by Dr. Rottman and seconded by Judy Lange to approve the List of Warrants of March 27, 2013, as presented. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: Ed Frank reported that J&L Dimensional Services, Inc. donated $25 to the Library's Endowment Fund at the Unity Foundation of LaPorte County. Kathryn Murray donated art work for the Library's art auction to be held sometime in June, 2013. Mary Ann Merrion donated $100 to the Library's Endowment Fund.

Sam Melnick inquired about the art auction. We've had donations of art work from many people and decided to have an art auction. An Auctioneer has volunteered his services and it will be held the first Friday in June.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Youth Services has been very busy with programs and activities for the school children and younger age. Since the switch to holding the “Drop-in Craft” program in the department as opposed to the meeting room, attendance has increased.

On March 9, magician Matt Kalita entertained nearly 300 children and adults with his now annual after-the-St. Patrick's Day Parage magic show.

From Technical Services, Andrew Smith reports that work has begun on revising the Technology Plan and Collection Development Policy. Both need to be revised this year to meet state library standards.

The VITA (Volunteer Income Tax Assistance) program is helping about 30-35 people a week. The Great Decisions program continues to meet twice monthly through May. Author Ed Hammer from Chicago appeared on 2/24. He wrote 100 Percent Guilty, about the bribery case against Former Illinois Governor, George Ryan.

In the Learning Center we have 55 active tutors who worked with 80 students. The number of students has increased a bit. The tutors completed 360 hours of volunteer service.

The tax forms have all arrived after a delay, with the 1040 instruction booklets arriving last. The Reference Dept. has been updating the public about which forms are arriving via our Facebook page. We are one of the few libraries who still have the tax forms available in paper form. They are also working with Work One access point sites and a representative from Work One to better provide and coordinate area services. This library also offers a proctoring service which is used regularly for students taking online college classes.

The annual genealogy trip in April continues to be an appreciated service.

Sam Ferguson again commended Don Glossinger and the staff for all the fine programs this library offers.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No meeting.

B. Budget and Finance Committee Update: No meeting.

C. Friends of the Michigan City Public Library Update. Don Glossinger reported that a meeting is scheduled for April 9.

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: No meeting.

Don Glossinger said that we may have a meeting with the Budget and Finance Committee and the Personnel Committee after we receive our check in April.

IX. NEW BUSINESS: Don Glossinger requests to open the library one hour later to have a staff appreciation breakfast. Board members noted that the staff appreciates this annual event. Motion was made by Sam Melnick and seconded by Dr. Rottman to open the Library at 10:00 AM on Tuesday, May 7, 2013, for the staff appreciation breakfast. All yea. No nay. Motion carried. The Board members are invited to attend.

X. PUBLIC COMMENTS: No comment.

XI. BOARD COMMENTS: No comment.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board meeting on Wednesday, April 24, 2013, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Sam Melnick and seconded by Dr. Rottman to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:22 PM.



February 27, 2013

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Patrick Dougherty, Vice President, on Wednesday, February 27, 2013, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

Those members absent:
Sam Ferguson, President
Ed Frank, Secretary
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
Don Varda, Lib. Development

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Judy Lange and seconded by Sam Melnick to approve the Minutes of the regular Board meeting of January 23, 2013, 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, 2013, shows an Operating Fund balance of $841,851.16 and a total funds balance of $2,426,676.39. The Operating Fund receipts for January were $938,728.44. Indiana Bond Bank comprised $912,963.00 of that amount. The Operating Fund disbursements for January were $221,399.05.

The Library anticipates receiving the final 2008 pay 2009 and 2009 pay 2010 property tax levy funds in the first two weeks of April, 2013.

The Library anticipates receiving the final 2010 pay 2011 property tax levy funds in the first two weeks of September, 2013.

The County will send out reconciled 2011 pay 2012 property tax levy statements in June or July 2013.

The County plans on sending out certified full year property tax levy statements for 2012 pay 2013 sometime in November 2013. The Library anticipates receiving this money in the first quarter of 2014.

Sam Melnick inquired about the shares of stock given to the Library by Principle Insurance Company that was discussed at the last Board Meeting. Ed Claussen reported that the State Board of Accounts said we could either sell or hold.

B. Approval of Bills: There was an increase of $2,967.60 in the List of Warrants from the original list. A good portion of this amount was due to a snowplowing bill from D&M Excavating and other minor additions. Motion was made by Judy Lange and seconded by Don Montgomery to approve the List of Warrants of February 27, 2013, as presented. All yea. No nay. Motion carried.

C. Other: The Treasurer Surety Bond was received, paid and filed in the LaPorte County office of the Recorder.

The State Board of Accounts annual report was filed in the Indiana Gateway for Government Units. The 2012 Cash and Investment Combined Statement was published in the News Dispatch and the Herald Argus on February 15, 2013.

V. CORRESPONDENCE: Don Montgomery reported that Dr. Stephen and Dr. Jessie Panko donated to the Library's Endowment Fund $50.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Don Glossinger reported that he normally does the State of the Library in February or March but will be delaying it until April this year because the reconciliation of 2008 pay 2009 and 2009 pay 2010 is very important. We could learn so much about what it will look like going forward and we could do a better report when this is resolved.

Don Glossinger also reported that Youth Services is quite busy, as usual, with a program collaborating with Carole Mackey about “Owls”. Then on Martin Luther King, Jr. Day, Youth Services held many activities that were well attended.

Also, on Martin Luther King, Jr. Day we had “Talk to a Lawyer Free Day” held in the Indiana Room. This is a very popular program.

VITA (Volunteer Income Tax Assistance) program has begun again this year and is helping about 12-15 people a week.

Andrew Smith submitted the annual report to the Indiana State Library.

Mr. Smith also submitted the application to the Universal Service Fund and if approved, the library will receive $6,795.01 in refunds from AT&T.

The Literacy Department has been busy in January. A total of 326 hours were given by our volunteer tutors. Mr. Glossinger reported that an adult student who was the victim of a stroke is making slow but steady progress relearning language and life skills like counting money and telling time. This is just another area where the Literacy Department is helpful.

There were 13 students that reported improved report cards as a result of their tutoring sessions here for either math or reading. Two of our students' grades did not improve. Mrs. McKinney will meet with the tutors to see what else can be done to help them improve their skills.

There are many extra things we do in libraries, not just our library but all public libraries of any size. There are a lot more things going on these days; things of a social nature, social services and extra activities. The staff has had to step up to do these things and they do.

The quantity of resume appointments increased significantly in January. This is just another area of service libraries perform.

VIII. COMMITTEE REPORT:

A. Building and Grounds Committee Update: No meeting.

B. Budget and Finance Committee Update: No meeting.

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

D. Policy and Procedures Committee Update: No meeting

E. Personnel Committee Update: No meeting.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Sam Melnick inquired how the Circulation Department is doing overall since the internet and people downloading books. Andrew Smith reported that circulation has been close to what we were in the previous years; 1% or 2% above or below our average. Print materials are going down but audio visual materials are going up.

XII. QUORUM DETERMINATION: All members present today will be able to attend the next Board meeting on Wednesday, March 27, 2013, at 2:00 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 2:20 PM.



January 23, 2013

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, January 23, 2013, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Ed Frank, Secretary
Patrick Dougherty, Member
Judy Lange, Member
Sam Melnick, Member
Don Montgomery, Member

Those members absent:
Dr. Ken Rottman, Member

Others in attendance:
Andrew Smith, Assistant Director
David Payne, Legal Counsel
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development

II. OATH OF OFFICE: Sam Melnick was introduced and greeted as a new Trustee. Mr. David Payne presided over the Oath of Office taken by Mr. Sam Melnick. Mr. Melnick was congratulated on his appointment to this Board by the LaPorte County Commissioners.

III. 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 2:05 PM.


1. CALL TO ORDER: The Board of Finance meeting was called to order by Sam Ferguson at 2:05 PM.

2. ELECT PRESIDENT AND SECRETARY: Patrick Dougherty made a motion to nominate Sam Ferguson as President and Edward Frank as Secretary of the Board of Finance. There were no other nominations. Seconded by Judy Lange. All yea. No nay. Motion carried.

3. REPORT ON 2012 INVESTMENTS: Ed Claussen reported on all the Library's monies and fund accounts. The net balance in our checking account at Horizon Bank is $153,270.31. The Library's second depository account at Fifth Third Bank totals $24,483.37. The Library's total Endowment Investments held at Horizon Bank are $1,011,337.20. The Library's new IMA Investments account has a total on deposit of $523,555.47. Under the advice of Trust Officers from the Horizon Trust and Investment Management, at the August 22, 2012, Library Board of Trustees' meeting, a resolution was passed investing the proceeds of the Platt-Coffin Investment Fund balance into a new investment fund called Michigan City Public Library IMA. The total of all funds on deposit at December 31, 2012 is $1,712,646.35.

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 money from this fund at the discretion of the Unity foundation.

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

The analysis of the Endowment Investment Fund shows a balance of $994,268.04 at January 1, 2012, and an ending balance at December 31, 2012, of $1,011,337.20. The total increase in Book Value for Endowment Investment Fund is $17,069.16.

The analysis of the MCPL IMA account shows a balance at August 31, 2012, of $517,817.98 and an ending balance at December 31, 2012, of $523,555.47. The total increase in Book Value for the IMA Fund is $5,737.49.

4. SET INVESTMENT POLICY: This policy has remained unchanged from prior years. It 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. This policy also includes the petty cash fund.

Monthly financial reports on all receipts and expenditures are made to the Board of Trustees.

5. DESIGNATE DEPOSITORIES: It is recommended that we retain our current depositories.

Motion was made by Ed Frank and seconded by Judy Lange to accept the Library's Investment Policy as presented and 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 Ed Frank and seconded by Judy Lange to adjourn this Board of Finance meeting. All yea. No nay. Motion carried. Board of Finance meeting adjourned at 2:15 PM.


I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order again by Sam Ferguson, President, at 2:15 PM.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Judy Lange and seconded by Pat Dougherty to approve the Minutes of the regular Board meeting of December 19, 2012, as presented. Sam Ferguson, yea. Ed Frank, yea. Patrick Dougherty, yea. Judy Lange, yea. Don Montgomery, yea. Sam Melnick abstained. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended December 31, 2012, shows an Operating Fund balance of $124,521.77 and a total funds balance of $1,712,646.35. The Operating Fund receipts for December were $637,126.93 and disbursements were $821,301.14.

We received $912,963.00 from the Indiana Bond Bank 2013 Advance Funding program on January 2, 2013. The interest rate was set at 1.98%. The Bond Bank will also be offering a Mid-year program that we will participate in.

Currently we have loans with outstanding balances of $1,191,723 (2012 and 2013) with the Indiana Bond Bank and we owe our own Library funds $790,000. Total outstanding balances owed to IBB and LIRF and Rainy Day equal $1,981,723.

We received December 2012 County Adjusted Gross Income Tax (CAGIT) $19,403.79 from the Treasurer of LaPorte County on January 15, 2013.

B. Approval of Bills: The revised List of Warrants totals $120,823.77, the additions included materials, an adult speaker and supplies. Motion was made by Judy Lange and seconded by Pat Dougherty to approve the List of Warrants of January 23, 2013, as presented. All yea. No nay. Motion carried.

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

Check # Vendor Amount Fund

37708 Kelly Jones $19.00 Operating-Acct. 3950

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

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

E. Other: No report.

V. CORRESPONDENCE: Ed Frank reported that Dorothy and Gladys Meriweather donated $20 to the Endowment Fund as a designation for Dr. Martin Luther King. Susan and J. Scott Dibert donated $20 to the Endowment Honoree Program in memory of Crete Marie Baumann.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Andrew Smith reported that we feel honored that we are the recipients of a grant from the American Library Association and National Endowment for the Arts which will provide us with a series of books called Muslim Journeys. We will be doing programs over the next year to highlight the books.

VIII. COMMITTEE REPORTS:

1. Appointment of new Committee members: Sam Ferguson handed out the new committee assignments. They are as follows:

Building & Grounds - Patrick Dougherty, Chairperson, Don Montgomery and Sam Melnick members. Alternate is Judy Lange.

Budget and Finance - Ed Frank, Chairperson, Patrick Dougherty and Ken Rottman members. Alternate is Sam Melnick.

Policy and Procedures - Ken Rottman, Chairperson, Ed Frank and Judy Lange members. Alternate is Sam Melnick.

Personnel Committee - Judy Lange, Chairperson, Ken Rottman and Don Montgomery members. Alternate is Ed Frank.

The liaison to the Friends of the Library will be appointed at a later date.

A. Building & Grounds Committee Update: No meeting

B. Budget and Finance Committee Update: Ed Frank reported that the Committee met on January 4, 2013. Michigan City Public Library was given 2,421 shares of stock by Principle Insurance Company in 2001. These shares were thought to be mutual shares but recently were found to be actual shares. Motion was made by Sam Melnick and seconded by Pat Dougherty to direct administration to ask the State Board of Accounts what can be done with this stock. All yea. No nay. Motion carried. Motion was made by Pat Dougherty and seconded by Judy Lange to continue using the Principle stock dividends to reduce the employee contribution for medical and dental coverage. All yea. No nay. Motion carried.

C. Policy and Procedures Committee Update: No meeting.

D. Personnel Committee Update: No meeting

E. Friends of the Michigan City Public Library Update: Andrew Smith reported the Friends had their annual luncheon and set their budget.

IX. NEW BUSINESS:

A. Elect new Vice President: Ed Frank nominated Patrick Dougherty as Vice President. There were no other nominations. All yea. No nay. Patrick Dougherty is Vice President of the Board of Trustees.

Patrick Dougherty resigned his position as Assistant Secretary and the Board accepted his resignation.

Ed Frank nominated Don Montgomery as Assistant Secretary of the Board. There were no other nominations. All yea. No nay. Don Montgomery is Assistant Secretary of the Board of Trustees.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Patrick Dougherty suggested a silent auction for the art sale the library is planning on having in June. This will be discussed.

XII. QUORUM DETERMINATION: Sam Ferguson and Ed Frank are unable to attend the next Board meeting on Wednesday, February 27, 2013, at 2:00 PM in the Library's Meeting Room.

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 2:40 PM.